PCLawManual1003

PCLaw™ 10Billing and Accounting Software

User Guide

2009 LexisNexis Practice Management Systems, Inc. All rights reserved.

PCLaw™ is a trademark of LexisNexis Practice Management Systems, Inc.

LexisNexis, the Knowledge Burst logo, and lexis.com are registered trademarks of Reed Elsevier Properties Inc., used under license.

Time Matters is a registered trademark of LexisNexis, a division of Reed Elsevier Inc.

HotDocs is a registered trademark of Matthew Bender & Company, Inc.

Other products and services may be trademarks or registered trademarks of their respective companies.

This product contains software written by Eric Young and/or Tim Hudson.

No part of this Application, Help Systems, Manuals, or related materials may be reproduced, transcribed, stored in any retrieval sys-tem, or translated into any language by any means without prior written permission of LexisNexis Practice Management Systems, Inc. Further, all users of the Application are governed by the License Agreement and Limited Warranty. Use of the Application acknowledges acceptance of the License Agreement and Limited Warranty.

LexisNexis Practice Management Systems, Inc.123 Commerce Valley Drive EastSuite 310Markham, ON L3T 7W8Canada

http://www.pclaw.com

Table of Contents

Chapter 1: Installing PCLaw™ ............................................1PCLaw™ Requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .2

Installing PCLaw™ . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .4

Preparing a Set of Books . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .10

Chapter 2: Written Tutorial ...............................................17Starting the Tutorial . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .18

Exercise 1: Creating a Matter for a New Client . . . . . . . . . . . . . . . . .22

Exercise 2: Adding Another Matter for a Client . . . . . . . . . . . . . . . . .26

Exercise 3: Receiving a General Retainer . . . . . . . . . . . . . . . . . . . . .28

Exercise 4: Recording Time and Fees . . . . . . . . . . . . . . . . . . . . . . . .30

Exercise 5: Displaying the Status of Matters . . . . . . . . . . . . . . . . . . .34

Exercise 6: Recovering Client Costs . . . . . . . . . . . . . . . . . . . . . . . . .36

Exercise 7: Billing a Client . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .40

Exercise 8: Processing a Payment from a Client . . . . . . . . . . . . . . . .42

Exercise 9: Using Quick Timer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .43

Exercise 10: Handling Trust Funds . . . . . . . . . . . . . . . . . . . . . . . . . .44

Exercise 11: Working with the General Ledger . . . . . . . . . . . . . . . . .46

Where to Go From Here . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .47

Chapter 3: Getting Started ................................................49

Chapter 4: Working With Persons in PCLaw™ ................53Working With Clients . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .54

Client Manager . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .58

Working With Matters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .60

Matter Manager . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .66

Working With Contacts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .77

Contact Manager . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .81

Vendors . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .86

Exporting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .88

Chapter 5: Time and Fees .................................................89Posting Time . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .90

Posting Fees . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .91

Using the Quick Timer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .92

Changing Time Globally . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .93

Time Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .94

Table of Contents i

Chapter 6: Client Costs ..................................................... 97Creating General Checks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .98

Requesting General Checks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .100

Releasing General Checks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .101

Creating Expense Recoveries . . . . . . . . . . . . . . . . . . . . . . . . . . . . .102

Transferring Expenses . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .103

Recovering Costs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .104

Client Costs Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .108

Chapter 7: Trust Bank .................................................... 111Creating Trust Checks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .112

Creating Trust Receipts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .113

Creating Trust-to-General Transfers . . . . . . . . . . . . . . . . . . . . . . . .114

Requesting Trust Checks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .116

Releasing Trust Checks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .117

Creating Matter-to-Matter Transfers (Trust) . . . . . . . . . . . . . . . . . . .118

Creating Bank-to-Bank Transfers (Trust) . . . . . . . . . . . . . . . . . . . . .119

Trust Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .120

Chapter 8: Client Receipts ............................................. 121Receiving Payments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .122

Receiving General Retainers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .124

Creating Matter-to-Matter Transfers (General) . . . . . . . . . . . . . . . .125

Client Receipts Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .126

Chapter 9: Additional Data Entry Tools ........................ 127Creating Firm Receipts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .128

Creating Bank-to-Bank Transfers (General) . . . . . . . . . . . . . . . . . . .129

Creating Deposit Slips . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .130

Creating and Processing Recurring Entries . . . . . . . . . . . . . . . . . . .132

Using the Register . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .134

Viewing Bank Account Summaries . . . . . . . . . . . . . . . . . . . . . . . . .138

Amortizing Mortgages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .139

Chapter 10: Billing ............................................................ 141Preparing for Billing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .142

Creating Quick Bills . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .143

Common Billing Tabs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .144

Creating Pre-Bills . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .146

Creating Bills and Request Bills . . . . . . . . . . . . . . . . . . . . . . . . . . . .147

Adding Billing Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .148

Releasing Requested Bills . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .152

Billing Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .154

ii PCLaw User Guide

Chapter 11: Special Billing ...............................................155Transferring Trust at Billing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .156

Marking Up Client Expenses . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .158

Working with Quoted Types . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .160

Applying Special Fees . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .162

Working With Contingency Matters . . . . . . . . . . . . . . . . . . . . . . . . .164

Creating Split Bills . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .168

Chapter 12: Working With Invoices ................................173Undoing Bills and Request Bills . . . . . . . . . . . . . . . . . . . . . . . . . . .174

Recreating Bills . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .176

Changing or Writing Off Bills . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .177

Provisionally Writing Off Bills . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .178

Editing Disk Images . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .179

Creating Past Due Notices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .180

Charging Interest . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .182

Creating Settlement Statements . . . . . . . . . . . . . . . . . . . . . . . . . . .184

Marking Off-Setting A/R as Paid . . . . . . . . . . . . . . . . . . . . . . . . . . .185

Post-Billing Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .186

Chapter 13: Custom Billing .............................................189Electronic Billing Formats . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .190

Working With Custom Tabs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .192

Chapter 14: Accounts Payable .......................................195Creating New Payables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .196

Working with Open Payables . . . . . . . . . . . . . . . . . . . . . . . . . . . . .197

Processing Payables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .198

Accounts Payable Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .200

Chapter 15: Customizing Reports ..................................203Customizing PCLaw™ Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . .204

Custom Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .206

Creating Audit Trail Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .210

Chapter 16: PCLaw™ Settings .......................................211System Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .212

Workstation Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .218

Connection Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .220

Setting Terminology . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .221

Working With Codes, Rates, Types, and Accounts . . . . . . . . . . . .222

Chapter 17: Assigning Security ......................................231Assigning Users and Groups in PCLaw™ . . . . . . . . . . . . . . . . . . . .232

Selecting Advanced Security Options . . . . . . . . . . . . . . . . . . . . . . .234

Assigning Security for PCLaw™ Modules . . . . . . . . . . . . . . . . . . . .236

Table of Contents iii

Chapter 18: Calendaring ................................................ 243Selecting Calendar Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .244

Navigating the Calendar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .246

Adding Appointments and To Do’s . . . . . . . . . . . . . . . . . . . . . . . . .250

Recurring Events in the Calendar . . . . . . . . . . . . . . . . . . . . . . . . . .254

Linking Dates in the Calendar . . . . . . . . . . . . . . . . . . . . . . . . . . . . .255

Calendar Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .256

Chapter 19: Using Front Office ...................................... 257Working With Calls and Messages . . . . . . . . . . . . . . . . . . . . . . . . .258

Using Phone Call Manager . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .260

Adding Notes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .261

Working With Documents, E-mails, and Precedents . . . . . . . . . . . .262

Using Document Manager . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .268

Researching With PCLaw™ . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .270

Chapter 20: Creating Templates ................................... 273Creating Billing Templates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .274

Chapter 21: Closing the Month/Year ............................ 281Reconciling the Bank . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .282

Creating G/L Adjustments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .284

Producing Financial Statements . . . . . . . . . . . . . . . . . . . . . . . . . . .286

Closing the Month . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .292

Closing the Year . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .294

Budgeting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .296

Using the Lawyer Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .298

Chapter 22: Applying Taxes and Levies ......................... 299Applying Sales Tax . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .300

Applying GST/VAT . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .302

Recording Transaction Levies (Ontario) . . . . . . . . . . . . . . . . . . . . . .306

Recording Transaction Levies (Newfoundland) . . . . . . . . . . . . . . . .310

Charging Trust Administration Fees . . . . . . . . . . . . . . . . . . . . . . . .312

Chapter 23: Managing PCLaw™ ................................... 315User Monitor . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .316

Changing the Default Entry Date . . . . . . . . . . . . . . . . . . . . . . . . . . .317

Preparing Printers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .318

Performing a Verify Data Integrity . . . . . . . . . . . . . . . . . . . . . . . . . .319

Purging Old Entries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .320

Performing External Backups . . . . . . . . . . . . . . . . . . . . . . . . . . . . .321

Performing Internal Backups and Transfers . . . . . . . . . . . . . . . . . .322

Moving PCLaw™ . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .324

Installing PCLaw™ Updates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .326

iv PCLaw User Guide

Chapter 24: Mobile Modules ...........................................327PCLaw™ To Go . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .328

Using Express . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .329

Using Satellite . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .330

PCLawTE . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .332

Chapter 25: Reports Overview .......................................339Introduction to Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .340

Journal Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .342

Client Report Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .343

Accounts Receivable Report Overview . . . . . . . . . . . . . . . . . . . . . .344

Accounts Payable Report Overview . . . . . . . . . . . . . . . . . . . . . . . .345

Productivity Report Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . .346

Non-Accounting Report Overview . . . . . . . . . . . . . . . . . . . . . . . . . .348

Month End Report Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .349

Canadian Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .350

Table of Contents v

vi PCLaw User Guide

1Installing PCLaw™

PCLaw™ Requirements ............................................2

Installing PCLaw™ ....................................................4

Preparing a Set of Books ..........................................10

Chapter One 1

Chapter 1-1PCLaw Requirements

ContentsRequirementsWorkstation/Stand Alone ConsiderationsServer Considerations

RequirementsIt is important to install all the latest service releases and critical updates for your operating system. To increase productivity and performance, we encourage you to consider the number of users accessing the data simultaneously and how large the database may become as your practice grows.

The following topics are covered in this section:

• Workstation/Stand Alone Considerations• Server Considerations.

Workstation/Stand Alone ConsiderationsThe following are the requirements for a computer running PCLaw:

**Wireless networks are not recommended for security reasons

Minimum Recommended

Processor Pentium II Pentium IV

Memory (RAM)

Windows 2000 128 MB 256 MB

Windows XP 256 MB 512 MB

Windows Vista 32bit 512 MB 1 GB

Hard Drive Space 1 GB available to PCLaw 2 GB or more for data growth (in stand alone environments)

Network 10 Base-T Ethernet 100 Base-T Ethernet**

Operating System Windows 2000 Windows XP 32bit (Home) Stand-aloneWindows XP 32bit (Pro.) Network

Screen Resolution 1024 x 768, 32-bit color resolution

Higher resolutions supported, individual preference may vary

Browser Application Internet Explorer 6.0 with all critical updates

Internet Explorer 7.0 with all critical updates

2 PCLaw User Guide

Server Considerations We assume all servers are comprised of a high reliability and high performance component structure. It is important to keep your system up-to-date with the latest service releases of all your software. For optimal functionality, we provide the following requirements for a dedicated server computer running PCLaw:

**Wireless networks are not recommended for security reasons

For PCLawPro Enterprise, in addition to the server considerations listed, the following must be installed prior to installing PCLaw:

Minimum Recommended

Processor Pentium III Small Network - Pentium IV 3.0 GHz with HT Technology

Large Network - Pentium IV 3.0 GHz, HT, dual processor

Memory (RAM) 512 MB 2 GB

Hard Drive Space 2 GB available (on a high performance disk)

4 GB, high performance disk sub-system (ex. R.A.I.D.)

Network 100 Base-T Ethernet Gigabyte Ethernet**

Screen Resolution 800 x 600, 16-bit color resolution

Higher resolutions supported, individual preference may vary

Browser Application Internet Explorer 6.0 with all critical updates

Internet Explorer 6.0 (or higher) with all critical updates

Minimum Recommended

Server Software Microsoft SQL Server 2005 Express EditionAll operating systems are supported with the use of SQL Express however, we recommend using Win-dows 2000, Windows XP, or Windows 2003 plat-forms

Microsoft SQL Server 2000 Standard or higher as MSDE is no longer supported by Microsoft.For these versions of MS SQL, Windows 2000 Server products or Windows 2003 is required.

Chapter One 3

Chapter 1-2Installing PCLaw™

ContentsAbout Installing PCLawInstalling PCLaw on the First ComputerInstalling PCLaw on Subsequent ComputersInstalling PCLaw Pro

About Installing PCLawPCLaw can be installed on a single computer or on multiple computers in a peer-to-peer or client/server environment. Choose your installation method from the following and perform the associated procedure:

• Installing PCLaw on the First Computer• Installing PCLaw on Subsequent Computers• Installing PCLaw Pro• Preparing a Set of Books

Installing PCLaw on the First ComputerTo cancel the installation, click the Exit Setup button at any time during the installation wizard.

1. Close all applications that are running on the computer.

2. Insert the PCLaw product disc into your CD-ROM drive.

3. If the disc starts up automatically, the product menu appears.

If the disc does not start up automatically: On the Windows task bar, click the Start button, then click Run. In the Open box, type D:\autorun. (The letter D represents your CD-ROM drive). Click OK. The product menu appears.

4. To proceed with the installation, click Install PCLaw (Standard Version).

If you are installing PCLaw Pro with the SQL database option, a valid and fully configured Microsoft SQL server must exist prior to installing. Read Installing PCLaw Enterprise in this chapter prior to continuing.

4 PCLaw User Guide

The Welcome window appears.

5. Read the license agreement thoroughly. If you agree to the terms, click Accept. The installation continues and the Data Set Create/Attach window appears.

If you do not agree with the terms, click Don’t Accept. The installation is cancelled.

6. To install PCLaw on a single computer: Select Create a new data set and click Next.

To install PCLaw on the first computer in a network environment, select create a new data set for use by multiple computers and click Next.

The Enter Product Key window appears.

Chapter One 5

7. Enter the product key you are provided and click Next.The Select Destination Directory window appears.

If you purchased the Satellite and/or Express add-on module(s): The Extra Module Keys window appears. Type your license key(s) in the provided boxes and click Next. The Select Destination Directory window appears.

8. The default location for PCLaw is displayed. If you want to choose a different location in which to install PCLaw, click Browse. To accept the specified directory, click Next. The Ready to Install window appears:

If this is the first computer in a network installation, you have two directories to specify. The shared (network) components determine where to install the files to which all users must have access. The non-shared (local) components determine where to install the files to which the local user must have access.

9. The Ready to Install window displays what is about to be installed on the computer and where it is about to be installed. Verify the information presented and click Start.If you specified that PCLaw will be used by multiple computers: The Network Station Setup window appears. Read this window carefully. PCLaw will not install on a workstation that does not have full access to the folder you specified for the shared (network) components.

If you purchased the Satellite module: The Satellite Station Setup window appears. This window tells you how to install Satellite on the remote computers.

6 PCLaw User Guide

10. Once the PCLaw installation is complete, we recommend you restart your computer. If you do not receive a message to restart your computer at this time, the Initialize Data window appears.

Click Later and restart your computer, if required.

Chapter One 7

Installing PCLaw on Subsequent ComputersAfter the first computer has PCLaw successfully installed, you can install it on another computer. To access the installation file, the computer must have full access rights to the computer where the shared (network) components were installed. Do NOT use the PCLaw Product Disc on successive installations. 1. Close any applications that may be running on the computer.

2. On the Windows task bar, click Start.

3. Click Run.

4. In the Open box, type {shared components}\Common\Install\Setup.exe.

5. Click OK. The Welcome window appears.

6. Read the license agreement thoroughly. If you agree to the terms, click Accept. The installation continues and the following window appears.


7. Select attach to an existing data set. Click Next. The Select Destination Directory window appears.

Do not make changes to the shared (network) components location. It may result in installation errors during future updates.

8 PCLaw User Guide

To change the location of the PCLaw program files on this computer, click Browse for the Non-shared (local) components.

Click Next. The Ready to Install window appears.

8. The Ready to Install window displays what is about to be installed on the computer and where it is about to be installed. Verify the information presented and click Start.

9. Once the PCLaw installation is complete, the Successful Installation window appears.

Click Finish and restart your computer, if required.

Installing PCLaw EnterprisePCLaw Enterprise editions are supported on Microsoft SQL Server version 8 and higher, as well as Microsoft SQL 2005 Express. One must be installed on your server prior to installing PCLaw.

SQL Connectivity software may be required on your workstations to connect to the server. Ensure you have connectivity to the server from all workstations intending to install PCLaw.

Configuration of a SQL server and workstation connectivity is usually performed by your network administrator. For your convenience, if you do not already have a SQL server installed, MSDE and connectivity software can be installed from the PCLaw product disc. To access these components, click Install PCLaw Enterprise (SQL Version) from the main product menu. Two SQL components are available: Install Microsoft SQL Server 2005 Express Edition and Install Microsoft SQL Connectivity.

To proceed with the installation, after the SQL components are successfully installed and configured, click Step 2 Install PCLaw on this computer. Use Installing PCLaw on the First Computer (from step 5) and Installing PCLaw on Subsequent Computers.

Chapter One 9

Chapter 1-3Preparing a Set of Books

ContentsAbout Preparing a Set of BooksPreparing a Set of Books

About Preparing a Set of BooksThe first time you open PCLaw after you install the program, you are prompted to prepare your set of books. Your answers form the backbone of your System Settings, which can be changed later at any time from within the program itself.

Preparing a Set of BooksReview this section before starting PCLaw for the first time to ensure you have all the answers to the questions asked.

1. On the Windows task bar, click Start.

2. Highlight Programs > LexisNexis >PCLaw. The Select Set of Books window appears.

You can also double-click the PCLaw shortcut icon on your desktop.

3. Highlight <uninitialized set of books>

Click OK. The Tip of the Day window appears.

10 PCLaw User Guide

The Tip of the Day gives you helpful hints for using PCLaw.

To see all the new features in PCLaw since the previous version, click What’s New.

To see another tip, click Next Tip.

If you do not want to display these tips, de-select the check box Show this Welcome Screen the next time you start PCLaw.

To continue preparing your set of books, click Close. The Data Initialization window appears.

4. You have three choices on this window. Although preparing a new set of books is discussed in this section, you must contact our support department for detailed documentation on the remaining choices. Choose from the following:

Prepare a new set of books – Choose this option for a new PCLaw installation.

Convert an existing set of books – Choose this option if you have an existing copy of SoloPRO, LegalPRO, or PCLaw version 2.5 and lower. Consult the conversion documentation provided to you prior to proceeding. Import Utilities must be installed in order to perform a conversion.

Other data source – Choose this option if you are converting from a third-party software system. The available software conversions are displayed in the drop-down menu. Import Utilities must be installed in order to perform a conversion.

After you have made your selection, click OK. The Preparation Wizard’s Welcome window appears.

5. The Welcome window itemizes the information required to prepare your set of books. Depending on your answers and/or selections during the Preparation Wizard, some of the following screens may not be displayed.

To continue, click Next. The Firm Name window appears.

If you are preparing PCLaw Enterprise: the Microsoft SQL Server Preparation window appears.

Select the SQL Server where PCLaw data should be located and the authentication method your firm uses. To avoid log-in issues, PCLaw recommends you use SQL Server authentication.

Once you have made your selections, to continue, click Next.

The Firm Name window appears.

Chapter One 11

6. Enter your firm’s name in the box provided. Make sure the name accurately reflects the name to appear on client invoices, financial statements, and reports.

To continue, click Next. The Firm Address and Phone Numbers window appears.

7. Enter the address and phone numbers for your firm in the boxes provided.

To continue, click Next. The Start Up Date window appears.

For United States systems: The G/L Accounting window appears. Select whether or not you want to use G/L accounting and click Next to continue.

8. Enter the date on which you have opening balances. If the firm has just started, use the business start-up date. Opening balances are entered after completing this Preparation

12 PCLaw User Guide

Wizard. Transactions that occur before the start date should be entered in your previous system. All transactions that occur after the start date are entered into PCLaw.To continue, click Next.

The Business Type window appears.

9. Select whether your firm is a sole proprietorship/partnership or a corporation and enter the business number your firm uses for taxation purposes.To continue, click Next.

The Bank Account window appears.

10. Enter the number of general bank accounts and trust bank accounts you want PCLaw to create for you initially. You can add additional accounts at any time from within the program. Once you have entered the number of accounts in the provided boxes, click Next.

11. For United States systems: The Accounting Method window appears.

Select the accounting method used by your firm. If you are not sure which accounting method to select, contact your accountant, law society, bar association, or government taxation department. Once you have made your selection, click Next.

Chapter One 13

The Taxes window appears.

12. Select whether your firm charges taxes.

For sales tax, enter the rate for fees and disbursements, the dates that sales tax became effective and whether or not you subtract sales tax paid on purchases from your firm’s sales tax remittance.

For GST/HST/VAT, enter the rate for fees and disbursements, whether or not this tax is calculated after sales tax is added to the total, and whether or not PCLaw makes new matter taxable by default.

Once you have made your selections, click Next. The Timekeeper Information window appears.

13. For each timekeeper in your firm, enter the appropriate values in the spaces provided. You are only limited to the number of timekeepers purchased with your PCLaw system.Only three rates are displayed during the preparation wizard. Enter an unlimited number of rates in PCLaw using the Rates Categories and Lawyers and Rates features.

To continue, click Next.

14 PCLaw User Guide

The User and Admin Password window appears:

14. On this window, enter the name, user name, and password for each person who requires access to PCLaw. You can leave the general user boxes empty and enter users and passwords later from within PCLaw.

The ADMIN user must have a password. This user gives access to all the features in PCLaw. Passwords are case-insensitive; LEGAL, Legal, and legal are all considered the same.

Once you have entered and confirmed the password for, at least, the ADMIN user, click Next. The Front Office window appears:

15. PCLaw allows you to select whether or not you want to track documents, e-mails, phone calls, phone messages, and appointments, as well as whether you want to use the Safe Custody feature.

To enable Front Office, select the check box Enable Front Office features.

Click Next. The Front Office Options window appears. Configure the front office features you want to use and click Next.

Chapter One 15

The Ready to Prepare window appears:

16. The values you provided during this Preparation Wizard creates the set of books for your firm. A default set of codes, including type of law, task codes, explanation codes, and general ledger accounts are also installed.

To complete the preparation phase, click Finish. PCLaw creates your set of books and the program launches automatically after completion. The Register window appears.

17. Contact PCLaw Technical Support, during regular support hours, at the number provided on this screen to receive a registration code. You have thirty days to register your copy of the software, after which, you are locked out of PCLaw.

To register your software now, type the code provided by Technical Support and click OK.

To register your software later, click Skip.PCLaw is launched.

16 PCLaw User Guide

2Written Tutorial

Starting the Tutorial ...................................................18

Exercise 1: Creating a Matter for a New Client ......22

Exercise 2: Adding Another Matter for a Client ......26

Exercise 3: Receiving a General Retainer ...............28

Exercise 4: Recording Time and Fees .....................30

Exercise 5: Displaying the Status of Matters ..........34

Exercise 6: Recovering Client Costs ........................36

Exercise 7: Billing a Client ........................................40

Exercise 8: Processing a Payment from a Client ....42

Exercise 9: Using Quick Timer .................................43

Exercise 10: Handling Trust Funds ..........................44

Exercise 11: Working with the General Ledger .......46

Where to Go From Here ............................................47

Chapter Two 17

CHAPTER 2Starting the Tutorial

ContentsAbout the TutorialStarting the TutorialNavigating Through PCLawPCLaw ToolbarPop Up HelpAbout the Exercises

About the TutorialPCLaw helps you manage most aspects of your firm’s business. As a result, it includes a large number of features. Take the time to explore PCLaw through this tutorial. By doing so, you will develop a better understanding of how PCLaw works and you will increase your confidence that you are using PCLaw properly.

This chapter explores some of the core features of PCLaw using simple, typical scenarios, and basic exercises. There are also exercises for those who plan to work with trust accounts or use PCLaw for general ledger accounting.

The exercises will take you through typical procedures for handling a client’s matters. You should do the exercises in order; the basic exercises will take approximately two to three hours to complete. You will work with the Experimental Set of Books, so your actual set of books will not be affected.

The tutorial concludes with an additional case study that you can use to test the skills you have gained.

This chapter assumes you have a basic familiarity with Windows. If you are new to Windows, you should review your Windows documentation first.

The Tutorial’s Experimental Set of BooksThis tutorial uses the Reif, Black, and Brito Experimental Set of Books provided with PCLaw. These have been set up for a fictitious law firm: PCLaw Law Firm. The firm has three lawyers, two of whom have default billing rates. It uses the Modified Cash method of accounting for a U.S. system, and has two general bank accounts and one trust bank account. Only lawyer names and rates have been entered; there are no matters in the system initially.

18 PCLaw User Guide

Starting the Tutorial1. Click Start > Programs > LexisNexis > PCLaw.

2. Click PCLaw.

3. In the Select Set of Books window, select <Experimental Books>.

4. Click OK.

If you want to follow along in this tutorial, select the option for Reif, Black, and Brito.

If you have used the experimental set of books and entered data, you may continue with transactions you have entered.

5. The Tip of the Day window appears. To close the window, click Close.

6. The Auto Appointment Report Settings window is displayed. This is used for initializing the Calendar. Since the Calendar is not used in this tutorial, click Cancel.You are now in the main PCLaw window. You should see “PCLaw Law Firm” in the title bar and the Quick Step menu in the middle of the screen.

Navigating through PCLawPCLaw provides multiple tools to easily find your way through the program.

Quick Step: An Alternative to Pull-down MenusQuick Step provides an alternative to the pull-down menus for accessing PCLaw features. It consists of three main areas:

• Quick Step Group Buttons - provide panels of task buttons organized according to the way that you do business, rather than the program structure

• Task Buttons - provide a quick method of accessing commonly used features rather than having to navigate through several levels of pull-down menus

• Help Panel - provides a quick overview of the various PCLaw features.

Chapter Two 19

The Quick Step Group Buttons organize PCLaw features into logical panels: Startup, Time/Fees, Client Costs, Trust, Billing, Client Receipts, End of Month/Year, Firm, Accounts Payable, Utilities, and Practice Management. An additional button, Favorites, is provided for advanced users who wish to customize a panel for their own frequently-used features.

When you click a group button, you see its associated tasks in the Quick Step Panel area. Click on any of the buttons in this area to go straight to the PCLaw window for that task. If you hold the mouse pointer over any of the buttons, a tip appears describing the purpose of the task. The tip disappears when you move the mouse pointer.

The Help Panel displays information about the tasks shown. Every time you click a group button, a description of the various task buttons is displayed in this panel.

Four buttons, Matter Manager, Calendar, PCLaw Web, and Resources, appear at the bottom of the Quick Step Menu regardless of the group button that is displayed.

Quick Step ReportsEach Quick Step Panel, with the exception of Utilities and Favorites, has a Report button that displays a menu of reports that are related to the tasks displayed.

PCLaw ToolbarThe toolbar, located below the pull-down menus, provides icons for frequently used tasks.

You can determine the purpose of a button by holding the mouse pointer over it. The feature name pops up after a couple of seconds. New users may want the task names to appear on the toolbar all the time. If this is the case, right-mouse click anywhere on the toolbar and select Text. Use the same technique to hide feature names.

Click a quick step group icon...

... to display the associ-ated task buttons

... and information about each task.

Quick StepGroup Buttons

Quick Step Panelwith Task Buttons Help Panel

20 PCLaw User Guide

Pop Up HelpPop Up Help offers an alternative to typing frequently used information, making data entry faster and more accurate. Instead of typing information in a field you simply double-click in the field, click the down arrow at the right of the field or use the keyboard shortcut CTRL+F1, and choose the desired item from the list that appears.

You can tell if Pop Up Help is available by holding by the downward arrow symbol on the right side of a box.

About the ExercisesThe following exercises involve a fictitious firm, PCLaw Law Firm, which is located in Buffalo, New York. The principal lawyers of the firm are Walter Reif, Richard Black, and Susan Brito.

The firm has recently taken on a new client, Karen Maxwell, who has requested that the firm represent her in a liability suit, a real estate sale, and the preparation of a will. These three partners, in addition to their hourly rates, have already been added into the experimental set of books.

In the exercises, you will learn how to add Karen Maxwell and the three cases into PCLaw. In addition to adding a client and matters, the exercises cover:

• recording time spent on these cases• recording costs advanced• creating a pre-bill and bill• receiving client funds• handling trust funds• producing General Ledger statements (if you are using G/L accounting).

Each exercise shows you how to use the required PCLaw features, how to check your work, and how to make corrections, if necessary.

Chapter Two 21

Chapter 2-1Exercise 1: Creating a Matter for a New Client

ContentsAbout Exercise 1Entering a New Client and MatterOpening and Correcting a MatterWhat You Have LearnedAdditional Notes

About Exercise 1Karen Maxwell has come to Walter Reif to see about launching a product liability suit against Toothbreaker Foods, Inc. Mr. Reif feels she has a good case. Ms. Maxwell is a new client to the firm. Ms. Maxwell has asked that her bills be sent to her accountant, not to her regular address.

Although Walter Reif is the lawyer responsible for Karen Maxwell’s suit against Toothbreaker Foods, Inc., Susan Brito brought the business into the firm and will consequently receive a referral percentage of 25% of the fees.

Your first step is to open a file on the case (in PCLaw, called a “matter” and to enter information about both the client and the matter.

Entering a New Client and MatterThis tutorial describes only the relevant fields in each window. Any fields not described may be left at their default values. All fields are described in detail in the on-line manual. At the end of the lesson, an Additional Notes section provides more insight on the fields you have just entered.

1. On the toolbar, click .

The New Matter > Main tab appears.

2. Enter the following information. Press Tab to move to the next box or click in the next box with the mouse.

In the Matter box, type a nickname for the matter; in this case, 4-001.

In the Client box, type a nickname for the client; in this case, 1.

In the Opened box, to have the matter opened as of today’s date, accept the default entry date.

In the Type of Law box, press CTRL+F1 to display Pop Up Help. Double-click Litigation to select the type of law.

22 PCLaw User Guide

In the Responsible Lawyer box, double-click to display Pop Up Help. Highlight Walter Reif. Click OK.

In the Default Rate Type A or select Walter Reif’s A rate from Pop Up Help.

In the Description box, type a description; in this case, Karen Maxwell vs. Toothbreaker Foods, Inc.

In the Name box, type or select the client’s title, if applicable. In this case use Pop Up Help to select Ms.

In the First box, type Karen

In the Last box, type Maxwell

In the first Street box, type 1533 Lakeshore Road

In the second Street box, type Apt. 1700

In the City box, accept the default city of Buffalo.

In the State box, accept the default state of New York.

In the Zip box, type 12345

In the Business box, type 555-2222

In the Home box, type 555-9898

In the Bus. Fax box, type 555-1000

Your window should look like this:

3. To change the address that the bills will be sent to, click the Billing Address button. Select Send bills to alternate address.

In the Address box, type 1555 Lakeshore Road, Suite 250

In the Attention box, type Mr. John Anderson

To return to the client address for this matter, click the Client Address button.

4. To save the matter information you have entered, click OK.

Congratulations! You have just added your first matter into PCLaw. The next section demonstrates how to change matter information.

Chapter Two 23

Opening and Correcting a MatterMaking corrections or additions to a matter’s information is very easy. You simply select the matter you previously created and overwrite the missing or incorrect fields with the new information. Press the tab button to advance between boxes

1. On the toolbar, click . The Matter Manager window appears.

2. In the Matter box, type 4-001.

3. Click the Main tab. In the Client Intro box, type or select sb (Susan Brito).

4. Click the Billing tab, then click the Split Lawyer Charge button.

In the Lawyer box, type sb.In the Fee Allocation box, type 25. Click OK.

You are returned to the Matter Manager - Billing tab.

5. Click Save & Close.

What You Have LearnedYou now know how to create matters for new clients in PCLaw, how to change information for existing matters, and how to drill down to the Matter Manager to make changes.

Additional NotesResponsible Lawyer - This lawyer is responsible for the case and collections for this matter.

Default Rate - If you type A, any other lawyers who work on the matter will have their A rate (whatever dollar value this may be) used as the default billing rate for their work. To have each working lawyer bill at the same dollar value rate, type that specific dollar value into this field.

City/State - The default city and state is defined on the System Settings > Matter tab.

Client/Billing Address - The default name and address information assigned to the billing address is the same as the information assigned to the client address. Changes to the billing address do not affect the client address — they are used only when producing pre-bills and bills.

Split Lawyer Button - This window allows you to allocate specific percentages of the fee to a specific lawyer. These allocations affect the General Ledger income accounts.

Fee Allocation - This allocation deducts the specified percentage from any payments received before allocating the remaining payment.

Type of Law - Each matter in PCLaw is related to a type of law. This association allows reports to be restricted to matters or transactions from a particular type of law.

24 PCLaw User Guide

Client - As long as the first client nickname used is numeric, PCLaw will automatically number the clients. If client 1 is the last client nickname assigned, the next matter is assigned to client 2.

Date - There are many ways to enter dates in PCLaw. You can also type one of these alternatives: 4/1/04, 4/01/04, 04/1/2004, 04/01/04, Jan404, 40104. In addition, you can select the date directly from a calendar by double-clicking in the date box. If you use only three digits for the day and the month, the day always gets the two digits.

Display As - Because you left the Company box empty, the Display As box is gray; however, if you entered both a Last Name and a Company, in the Display As box, select either Person or Corporation.

Chapter Two 25

Chapter 2-2Exercise 2: Adding Another Matter for a Client

ContentsAbout Exercise 2Creating a Second MatterCreating a Third Matter by YourselfChecking your WorkAdditional Notes

About Exercise 2Two new matters arise for Karen Maxwell. In the first matter, Richard Black handles a real estate sale for Ms. Maxwell. In the second, Walter Reif processes Ms. Maxwell’s will.

This exercise shows you how to create more matters for the client Karen Maxwell. It demonstrates how the information you just entered for the client will streamline your work as you create new matters for that client.

Creating a Second Matter1. On the tool bar, click . The New Matter > Main tab appears.

2. In the Matter box, accept the matter nickname created by the system (4-002).

In the Client box, type 1 (Karen Maxwell) or select her name from Pop Up Help. When you tab to another field, PCLaw fills in the client fields with details added for this client in the previous matter.

In the Opened box, type 91006.

In the Type of Law box, type re (Real Estate) or select it from Pop Up Help.

In the Responsible Lawyer box, type rb (Richard Black).

In the Description box, type Sale of commercial property at 123 Main St.

3. Click Next button to open the Matter Manager and click the Billing tab.

4. In the Frequency box, select Exclude.

In the Quoted Type box, select Fixed Fee.

In the Quote box, type 1500.

5. Click Save & Close.

26 PCLaw User Guide

Creating a Third Matter by YourselfTest your familiarity with PCLaw so far by creating the new matter, Ms. Maxwell’s will. Here is the pertinent information:

• The matter nickname is 4-003.• The client is Karen Maxwell.• The responsible lawyer is Walter Reif.• Use the B rate.• The matter involves the preparation of a will.• The client introducing lawyer is Susan Brito.

If you have difficulty with any of these tasks, review the previous steps in this lesson.

Checking your WorkAt this point in the tutorial, you have added three matters for Karen Maxwell — each one representing a different case. You can see if these matters have been added correctly by printing a List of Clients for Karen Maxwell only.

1. On the Reports pull-down menu, select Clients > List of Clients. The List of Clients > Common tab appears.

2. Select Sort by Name.

3. Click OK. The List of Clients report appears on the screen.

Notice how the client information is listed at the top, with the related matters listed alphabetically by matter nickname below.

Additional NotesFrequency - Exclude omits this matter from mass billing. The matter can still be billed individually.

Fixed Fee - With this type of quote, you see a warning message when a bill is created if the amount being billed is greater than the amount quoted.

Chapter Two 27

Chapter 2-3Exercise 3: Receiving a General Retainer

Contents About Exercise 3Receiving a General RetainerChecking your WorkWhat You Have LearnedAdditional Notes

About Exercise 3After her initial meeting with Walter Reif, Karen Maxwell wrote a check for $200 to be used as a retainer. You will deposit it into your general bank account

This exercise describes how to enter a retainer into your general bank account. (For firms who must deposit retainers into a trust bank account, Exercise 10 will show you how to enter a retainer into trust.) Press tab to advance to the next field.

Receiving a General Retainer1. In Quick Step, click Client Receipts > General Retainer. The General Retainer window

appears.

2. In the From box, type Karen Maxwell

In the Amount box, type 200.

In the Explanation box, type ret (Retainer) and press the Spacebar.

In the Matter column, type 4-001.

In the Amount box, the full amount of the receipt appears. Do not change it.Your window should look something like this:

3. Click OK. The retainer is posted to PCLaw.

28 PCLaw User Guide

Checking your WorkYou can see the results of adding a general retainer in several places. In this example, we will look at the general bank in two different ways.

Displaying the Bank BalanceOn the PCLaw toolbar, press . The Bank Account Summary window appears with a balance of $200 in General Account 1.

Displaying the General Bank Journal1. On the Reports pull-down menu, select Journal > General Bank. The General Bank

Journal > Common tab appears.

2. Accept the default settings.

3. To produce the report, click OK. The General Bank Journal appears on your screen.

What You Have LearnedIn this exercise you learned how to receive a retainer from a client, display the retainer on the screen, and make corrections. You also discovered how to view bank balances in PCLaw.

Additional NotesG/L column - PCLaw automatically handles the accounting for general retainers.

Additional Receipt/Payee Information - The address information is extracted from the client file. You can change it or add a more detailed explanation, if required. The default template, RECEIPT, is used to control the appearance of the receipt. However, if you wish, you can modify it or create a new one using the Template Editor.

Date - Use the dates 1/1/82 and 12/31/2199 to display all entries in PCLaw, regardless of the date.

Chapter Two 29

Chapter 2-4Exercise 4: Recording Time and Fees

ContentsAbout Exercise 4Recording Hours from a Time SlipChecking Your WorkWhat You Have LearnedAdditional Notes

About Exercise 4Walter Reif spent a total of three hours on matter 4-001 today: a one-hour initial consultation, for which he will not charge, one hour investigating the company’s financial position, and a one-hour meeting with representatives of the opposing party.

In addition, he spent one hour preparing Ms. Maxwell’s will for matter 4-003. He gives you a written time sheet showing these hours. You need to enter them in PCLaw in order to charge them to the matters.

There are several different ways you can charge fees to a matter:• Enter hours that have been recorded on a time slip• Have lawyers time their meetings, telephone calls, and so on, using the Quick Timer• Enter a flat fee• Convert an appointment into a time entry• Convert a phone call into a time entry

This exercise describes how to enter hours recorded on a time slip. (Exercise 9 describes how to record hours using the Quick Timer.)

Recording Hours from a Time Slip1. On the toolbar, click . You see the Time Sheet window.

2. In the Matter column, type or select 4-001.

In the Task column, type nbw or choose Non-Billable Work from Pop Up Help. Since this task code was defined as non-billable, the rate changes to 0.00.

In the Hours column, type 1.

In the Expl Code column, type mwc or choose “Meeting with client” from Pop Up Help.

In the Explanation column extend the preset explanation by typing: to discuss liability suit.

Press Tab. You are now positioned at the second entry line of the time sheet, where you can enter the following information for the next item.

30 PCLaw User Guide

3. Accept the default entry Date of today’s date.Accept the default Matter of 4-001. The Lwyr, Task, and Rate fields are reset to the matter defaults.

In the Hours column, type 1. The system multiplies this by the rate to calculate the amount.

In the Explanation column, type or select lr (Legal Research).

Press Tab twice. You are now positioned at the third entry line of the time sheet.

4. Accept the default Matter of 4-001. In the Hours column, type 1.

In the Explanation column, type Meeting with Client

5. Press Tab twice. You are now positioned at the fourth entry of the time sheet.

Record the one hour of time spent on matter 4-003. Don’t forget to change the default matter nickname of 4-001 (taken from the previous line) to 4-003. Also, use the explanation code of prep (Preparation of) and add an extended explanation of will.

Your window should look like this.

Ignore any extraneous information that may show up on the fifth line. As long as there are no Task Codes recorded, a time entry will not be recorded.

6. To save your input, click OK. To make sure that you really meant to use a non-billable type of law in the time sheet, the system warns you:

This gives you a chance to correct the task code, if necessary, and assign a dollar value to the work done. In this case, however, click Yes to accept your input.

Chapter Two 31

Checking your Work Now that you have added time entries, you can produce a report to check the transactions.

1. In Quick Step, click Time/Fees > Reports.

You see a menu of reports that are related to time and fees.

2. Click Productivity > Time Listing.

The Time Listing > Common tab appears.

Click OK.

You may have noticed on the Time Listing that a correction needs to be made. If so, use the following method to make the correction:

1. On the Data Entry pull-down menu, select Register. The Register window appears.

2. Click the Time tab and click Select. The entries for the selected period appear.

3. To highlight the entry you wish to change, click the entry. Click Change. The Correct - Time Entry window appears.

Make any necessary changes and click OK.

Your changes are saved.

4. Click Close.

You are returned to the PCLaw desktop.

32 PCLaw User Guide

What You Have LearnedYou just learned two ways to charge fees to a matter, how to correct time entries, and how to produce a Time Listing. Of course, fees are only one aspect of the cost of a matter. In Exercise 6, “Paying for and recovering expenses”, you will learn how to make a payment for expenses on behalf of a client and how to charge the cost of expenses to the client’s matter. First, let’s look at the next exercise which shows how you can display the status of matters. This is a good way to check on your progress so far.

Additional NotesMatter Summary -The status area at the bottom of the window is updated with the current matter information after tabbing from the Matter box.

Lawyer Box - The lawyer that appears, by default, is the Assigned Lawyer for the matter.

Task Code - The default task code is the one defined in Matter Manager.

Explanation Codes - Explanation nicknames allow you to use shortcut codes for often-used explanations or phrases. If you require a new explanation code, you can include it in PCLaw by clicking Add in the Pop Up Help - Explanation Codes window.

Chapter Two 33

Chapter 2-5Exercise 5: Displaying the Status of Matters

ContentsAbout Exercise 5Using Matter ManagerProducing a Client LedgerWhat You Have LearnedAdditional Notes

About Exercise 5Periodically, you may want to check that the information you have entered is complete and accurate. PCLaw provides two easy ways to display the information it has stored about a matter: the Matter Manager and the Client Ledger.

Using Matter ManagerThe Matter Manager provides summary information about a specific matter or client.

1. On the toolbar, click to display the Matter Manager window.

2. In the Matter box, type 4-001.Press the Tab key.

3. Click the Summary tab.The Matter Manager > Summary tab appears:

Information about this matter is displayed. Notice the amounts for the general retainer (Gen Rtnr), unbilled hours (Unbd Hrs), and unbilled fees (Unbd Fees).

4. Click Unbd Fees.The Register > General tab appears displaying a list of the unbilled time and fee entries that make up the amount.

5. Click Close.

34 PCLaw User Guide

6. Click the Time tab. Notice that the time entries associated with this matter are listed.

7. Take some time to familiarize yourself with the Matter Manager as a convenient alternative to the pull-down menus and Quick Step menu.

Producing a Client LedgerThe Client Ledger displays information for a single matter, for all the matters for a particular client or lawyer, or for all matters.

1. On the toolbar, click to display the Client Ledger window.

2. In the Client box, type 1 (Karen Maxwell) or select her name from Pop Up Help.

3. In the Output area, select Screen.

4. Click OK. The report is displayed on your screen.

5. Use the Report Drill Down feature to make corrections directly from the report. Double-click on any entry and make any necessary corrections.

6. To close the report window, press CTRL+F4.

What You Have LearnedYou now know how to display information about matters. You can use the Client Ledger or Matter Manager feature at any time to review the status of a matter.

Additional NotesDrill down - The Drill Down feature lets you see a list of transactions that make up any of the displayed amounts.

Matter Manager > Time Tab - This tab is similar to the Register window in that new entries can be created, existing entries can be changed, and a printout of time entries for this matter can be produced

Chapter Two 35

Chapter 2-6Exercise 6: Recovering Client Costs

ContentsAbout Exercise 6Paying and Recovery Expenses at the Same TimeRecovery Costs without Making PaymentsChecking your WorkWhat You Have LearnedAdditional Notes

About Exercise 61. You receive two invoices from Ace Messenger for documents you had sent by courier to Ms. Maxwell. The first invoice, for $20.00, applied to matter 4-001; the second, for $15.00, to matter 4-003. You are to write a check to the messenger service to pay the bill and recover the expenses from the client at the same time.

2. Your photocopy log book shows that 58 copies were made for matter 4-001 and 25 copies for matter 4-002. Your firm charges 10 cents per copy, so you will recover $5.80 from Ms. Maxwell’s account for the first matter and $2.50 for the second.

In this case, no payment is being made from your bank account (the charge is to cover the cost of purchasing and operating your photocopying equipment), so you will use the Expense Recovery feature.

Client costs fall into four categories:

• Payments from the general bank that you allocate to a client at the same time that you make the payment. For example, you write a check for your phone bill and allocate any long distance charges to matters at the same time.

• Recoverable expenses for payments already made from the general bank but which were not allocated to the client at the time. For example, you realize at pre-billing time, after the phone bill has been paid, that you forgot to charge a long distance call to a matter.

• Deferred expenses that you allocate to a client before payment is made. For example, you determine the charge for a long distance call and allocate it to a matter before you write the check for your telephone bill.

• Office expenses for which no direct payment is required. For example, you allocate photocopying expenses to a matter.

36 PCLaw User Guide

It is important to distinguish between these categories because two different PCLaw features are used to process them:

In the first case, General check is used to withdraw the funds from your general bank account as well as allocate the expense to the client.

In the remaining cases, Client Expense Recover is used to simply allocate the expense to the client. It does not affect your general bank account.

Paying and Recovering Expenses at the Same Time1. On the Quick Step menu, click Client Costs > check General. The General check

window appears.

2. In the To box, type Ace Messenger


In the Explanation box, type or select crx (Courier Expense).

In the Matter column, type or select 4-001. The system fills in the default explanation code and amount you entered in the check area. It also fills in the General Ledger account associated with this explanation and updates the status area at the bottom of the window with the current information about the matter.


3. Tab to the next line. In the Matter column, type or select 4-003.



4. Click Print. The Additional check Payee Information window appears.

Click OK. The check prints and you are returned to the General check window.

5. Click OK.The check is saved to PCLaw.

Chapter Two 37

Recovering Costs Without Making Payments1. In Quick Step, click Client Costs > Expense Recovery.

The Expense Recovery window appears.

2. In the To box, accept the default of Expense Recovery.

In the Explanation box, type or select ph (Photocopies).

In the Matter column, type or select 4-001. The summary area at the bottom of the window is updated with the current information about the matter.

In the Amount box, type 5.80

3. Press Tab to move to the next line or click in the Date box of the second line.

In the Matter box, type or select 4-002.

The Explanation and G/L Account are filled in automatically from the information on the first line.

In the Amount box, type 2.50Your window should look like this:

4. Click OK.

The expense recovery is posted to PCLaw.

Checking your WorkTo display all expense recoveries and checks that were entered on behalf of clients, use the Client Costs Journal.

1. In Quick Step, click Client Costs.

Click Client Costs Reports. A menu of client expense related reports is displayed.

Click Journals > Client Costs. The Client Costs Journal window appears.

2. Click OK.

38 PCLaw User Guide

Your report should look like this:

checks are identified by GB (general bank) in the Source column. Recoveries are marked with CER (client expense recovery).

What You Have LearnedYou now know how to write a check to pay for an expense and at the same time recover that expense from a client. You also know how to recover an expense without writing a check and finally you have used the Register to correct an entry.

As with fees, all you have done so far is record a charge that has been incurred.

Additional NotesGeneral check - Take a moment to examine this window. The top portion simulates a printed check, the middle portion contains the details of how the check is to be allocated to a matter or the firm, and the bottom portion, as usual, contains current information about the selected matter.

Explanation - The check explanation becomes the default for the Explanation box in the allocation area. You can accept it or overwrite it for each line in the allocation area.

Additional check Payee Information - Enter up to five lines of additional address information about Ace Messenger, as well as a more detailed explanation, if required. This information prints directly on the check.

Expense Recovery > To box - This box is used only to relate this expense recovery to a check that was previously written without being allocated to a matter.

Corrections - If you are required to correct or change client related entries, use the Ledger tab of the Register. The Register is on the Data Entry pull-down menu.

Chapter Two 39

Chapter 2-7Exercise 7: Billing a Client

ContentsAbout Exercise 7Creating a Pre-billCreating a Final BillChecking Your WorkWhat You Have LearnedAdditional Notes

About Exercise 7It is now time to bill Ms. Maxwell. Mr. Reif has asked for a pre-bill so he can ensure that the details are accurate and the format satisfactory.

After the pre-bill, create the final bills for the matters. You may remember that matter 4-001 included a referral fee of 25% for Susan Brito. For the purposes of this bill, the referral fee is to be changed to 20%. This means you must modify the calculations made by the system.

In this exercise, learn how to bill the client for time and expenses

Creating a Pre-bill1. In Quick Step, select Billing > Create Pre-Bill. The Pre-Bill Selections > Main tab

appears.

2. Leave the Matter box blank to create a pre-bill for all eligible matters.

In the Client box, type or select 1 (Karen Maxwell).

In the Output box, select Printer. De-select Screen.

3. Click the Options tab.

4. Select Print Client Summary.

5. Click OK.

The pre-bills and summary report are printed.

Creating a Final Bill1. In Quick Step, select Billing > Create Bill. The Bill Selections > Main tab appears.

2. Leave the Matter box blank to create a pre-bill for all eligible matters.


In the Output box, select Printer. De-select Screen.

40 PCLaw User Guide

3. Click the Options tab.

4. Select Prompt for Changes to Billed Amount.

Select Print Client Summary.

5. Click the Matter tab.

6. In the Sort By area, select Matter Nickname. Click OK.

You are prompted to accept or change the fee amount or cancel billing. Click OK.

The Billing Information window appears. Click OK.

The first bill is printed. The Billing Information window for matter 4-003 appears. Click OK on the confirmation message.

Click OK again.

The second bill is printed. A summary page for all the matters is also printed.

Checking your WorkYou can check your bills using the Billing (Fees) Journal feature.

1. On the Reports pull-down menu, select Journal > Billing (Fees).

2. In the Client box, type or select 1 (Karen Maxwell).

3. Click OK.

The Billing (Fees) Journal appears on the screen.

What You Have LearnedYou just learned how to create both a pre-bill and bill for several matters for the same client. In addition, you know how to produce a Billing (Fees) Journal and reverse a bill. PCLaw offers other variations on billing, such as creating a bill for a single matter. You can experiment with these later, if you wish, but for the moment.

Additional NotesClient box - Since you are specifying a particular client, billing will include only eligible matters for that client (matters 4-0001 and 4-0003. Matter 4-0002 is excluded from billing.

Start Date box - The date boxes control which transactions from the Client Ledger are included on the pre-bill or bill. Using a Bill from date of 1/1/82 ensures that any unbilled entries from the beginning of time are included on the bill.

Print Client Summary - Select this option to see a summary page for all the matters at the end of the pre-bill.

Chapter Two 41

Chapter 2-8Exercise 8: Processing a Payment from a Client

ContentsAbout Exercise 8Processing a PaymentChecking Your WorkAdditional Notes

About Exercise 8You receive a check from Karen Maxwell for $600.80, the total amount of the outstanding bills.

Processing a Payment1. In Quick Step, click Client Receipts > Receive Payment (General). The Receive

Payment window appears.

2. In the From box, type Karen Maxwell.

In the Amount box, type 600.80.


Accept how the payment is allocated to each invoice.

3. Click OK.

The payment is recorded in PCLaw.

Checking your WorkYou can use three different features to see the receipt that you just entered:

Client Ledger — shows the portion of the receipt applied to a particular matter.

General Bank Journal — shows the receipt from a banking point of view.

Billing (Fees) Journal — shows the receipt amount for each invoice paid.

Additional NotesReceive Payment Window - The top portion contains receipt information and the middle portion is used to allocate the received payment to a matter and its invoices. The bottom portion displays information about the selected matter.

Invoice Tab - PCLaw will allocate the payment amount based on the amount owing for each invoice, starting with the oldest invoice first. The allocation to each invoice can be changed by simply changing the amount in the payment box.

42 PCLaw User Guide

Chapter 2-9Exercise 9: Using Quick Timer

ContentsAbout Exercise 9Using Quick TimerAdditional Notes

About Exercise 9For the purposes of this exercise, you are Walter Reif. You have a meeting scheduled with Karen Maxwell about her will. During the meeting you will use Quick Timer to record your time.

Using Quick Timer1. On the toolbar, click .

The Quick Timer window appears.

2. In the Explanation box, type or select mwc (Meeting with client).


In the Lawyer box, accept the default of wr (Walter Reif).

In the Rate box, accept the default of Walter Reif’s B rate. The rate is multiplied by the time to give the amount.

3. To save the current entry and reset the timer in preparation for your next activity, click Save. Your time will be automatically included the next time you bill this matter.

4. Click Cancel to return to your PCLaw desktop.When prompted to close without saving the entry, click Yes.

Additional NotesMultiple Quick Timers - You can open as many Quick Timer windows as you like.Click New from any Quick Timer window.

Chapter Two 43

Chapter 2-10Exercise 10: Handling Trust Funds

ContentsAbout Exercise 10Receiving Trust FundsWithdrawing Funds from Trust

About Exercise 10The sale of Ms. Maxwell’s property for matter 4-002 has closed and you receive a check from the purchaser, ABC Holdings, Ltd., for $345,000.

After the various fees and disbursements have been paid, Ms. Maxwell is to receive $319,000 from the sale of her property in matter 4-002. You will write the check for this amount.

Trust funds hold money deposited with law firms by clients. A typical trust fund activity is described in this exercise.

Receiving Trust Funds1. In Quick Step, click Trust > Receipt (Trust).

The Trust Receipt window appears.

2. In the From box, type ABC Holdings, Ltd.

In the Amount box, type 345000.00.

In the extended Explanation box, type Proceeds from sale of property at 123 Main St.



Click OK.

The trust receipt is recorded in PCLaw.

44 PCLaw User Guide

Withdrawing Funds from Trust1. In Quick Step, click Trust > check (Trust).

The Trust check window appears.

2. In the To box, type Karen Maxwell.


In the extended Explanation box, type Net funds payable.

In the Matter column, type or select 4-002.


Note that the Trust box reflects the $345,000.00 receipt. The New Balance box in the allocation area reflects the balance of $26,000. If you had already paid the fees and disbursements for this matter, as would be more likely, the balance would be 0.00.

3. Click OK. You may see a message about uncleared trust funds. If you do, click Yes.The check is recorded in PCLaw.

Chapter Two 45

Chapter 2-11Exercise 11: Working with the General Ledger

ContentsAbout Exercise 11Producing a General Ledger Statement

About Exercise 11It’s now half way through your first month and you want to see the status of your General Ledger and your profit-and-loss position. To do this, use G/L Statements.

Producing a General Ledger Statement1. In Quick Step, click End of Month/Year > G/L Statements.

2. Select General Ledger in the Statement Selection area, if it is not already selected.

3. Accept the defaults of the first and last days of the first open month. This should be the month in which your tutorial entries were made.

4. In the Output area, choose whether the report is to be printed, displayed on your screen or both.

5. To produce the statement, click OK.

The output shows information about the accounts PCLaw has set up for you. Since you did not select Print Zero Balance Accounts, you see only those for which there is a balance.

The report reflects one of the fundamentals of accounting: the double-entry system. In the double entry system, all items appear at least two places in the books: once as a debit, and once as a credit. All the accounts appearing on this report balance each other out.

46 PCLaw User Guide

Chapter 2-12Where to Go From Here

You should now be reasonably comfortable with the flow of information through PCLaw. At this point, you can:

• Work through this chapter again, either using the original tutorial settings or settings that better reflect your firm’s environment.

• Configure your main books to better reflect your firm’s environment. See Chapter 16 of this manual for more information.

• Continue using the tutorial system to experiment with PCLaw features not described in this chapter. Refer to the on-line manual for complete details of all PCLaw windows and procedures.

Chapter Two 47

48 PCLaw User Guide

3Getting Started

New Matters................................................................50

Matter Opening Balances ..........................................50

General Bank Opening Balances ..............................51

GST Opening Balances ..............................................51

G/L Opening Balances ...............................................51

Chapter Three 49

Chapter 3-1Getting Started

ContentsAbout Getting StartedPreparing New MattersAdding Matter Opening BalancesAdding General Bank Opening BalancesGeneral Bank Opening Balances WindowAdding G/L Opening BalancesG/L Opening Balances

About Getting StartedFor new PCLaw systems, getting started starts with adding matters. Use New Matter to create matters for existing files. You will then be ready to enter time and expenses for clients.

Next add Matter Opening Balances for all your existing matters. Add General Bank Opening Balances to maintain a running balance of your bank accounts. For firms collecting GST (VAT) use GST Opening Balances to add your GST payable balance. For firms using G/L Accounting, use G/L Opening Balances to add the your firm’s Trial Balance, Income Statement, or Balance Sheet from the day prior to starting with PCLaw.

The Start Up Panel on the Quick Step menu packages these features so you can quickly start PCLaw using the minimum amount of time and preparation. The Start Up button remains in Quick Step until you perform your first month end. After your first month end, opening balances cannot be changed.

Preparing New Matters

Add clients and matters with the New Matter button. Enter names, addresses, case details, time keeper details, billing details, contacts, and appointments. New Matter is also available in other PCLaw modules, such as Matter Manager and on the File pull-down menu.

Adding Matter Opening Balances

For existing matters, enter their opening balances included billing, work-in-progress, and trust details. Matter Opening Balances is also available in New Matter, Matter Manager, and on the Tools pull-down menu.

Quick Step: Startup > New Matter

Quick Step: Startup > Matter Opening Balances

50 PCLaw User Guide

Adding General Bank Opening Balances

Use this window to add opening balances for your general bank. Trust bank opening balances are added on the Matter Opening Balances tab. To add general bank accounts, use the Bank Accounts feature.

General Bank Opening Balances Window

Use this window to add or change the opening balance for the selected account.

Adding GST Opening Balances

For firms collecting GST (VAT) only, use this window to add GST billed or paid out by your firm.

G/L Opening Balances

For firms using G/L Accounting, add the firm’s general ledger opening balances in this window.

Quick Step: Startup > General Bank Opening Balances

Quick Step: Startup > General Bank Opening Balances > Change

Quick Step: Startup > GST Opening Balances

Quick Step: Startup > G/L Opening Balances

Chapter Three 51

52 PCLaw User Guide

4Working With Persons in PCLaw

Working With Clients .................................................54

Client Manager ...........................................................58

Working With Matters ...............................................60

Matter Manager .........................................................66

Working With Contacts .............................................77

Contact Manager .......................................................81

Vendors .......................................................................86

Exporting ....................................................................88

Chapter Four 53

Chapter 4-1Working With Clients

ContentsAbout ClientsOpening a New ClientConflict SearchGlobal SearchMerging AddressesChanging Client NumbersPrinting LabelsClosing Clients

About Clients Clients in PCLaw can be created and closed independent of matters. Conflict searches can be run to avoid conflicts of interest. Clients can be merged with contacts and vendors. Using Contact Manager, clients can be displayed with contacts and vendors, and client information can be exported.

There are three types of client in PCLaw; client, major client, and associated client.

A person or firm who is independent of other clients and does not have any associate clients below him is a client. The client may have one or more matters assigned to him.

A client who has associate clients is a major client. For example, the head office of a bank may be a major client while the individual branches are subsidiaries. The subsidiaries are called associated clients in PCLaw. This designation is found on the Main tab of Client Manager.

Opening a New Client

All editions of PCLaw can create a client when adding a matter using New Matter. PCLawPro can also create a client with no assigned matter using New Client.

Pull-down menu: File > Client > New Client

54 PCLaw User Guide

Conflict Search

A conflict search checks all clients, matters, contacts, vendors to determine if there are any previous contacts with a potential client or matter that could lead to a conflict of interest. Names are checked with possible occurrences in calendar events, phone calls, notes, all data entry and billing, and documents added to Document Manager.

Conflict searches can be performed automatically when creating a client or matter. On the System Settings > Matter tab, select Run Conflict Search on New Matter/Client. When creating a new client or matter, a conflict search is performed once you click the OK, New, or Next buttons.

Conflict searches can be performed manually when creating a new client or matter. On the New Client or New Matter window, click the Conflict button after entering the client or matter information. The Conflict Search window appears.

When the Conflict button is clicked in New Matter or New Client, the last name of the new matter or client is filled in automatically into the first Name box.

Global Search

The Global Search differs from the Conflict Search in the availability of options that the user can search. The Conflict Search by default searches all database in PCLaw for possible conflicts and produces a Conflict File List. The Global Search provides the user the option to perform a partial search. The file it produces, the File Global Search List is not considered a Conflict List as all files in PCLaw may not be searched

When the Conflict button is clicked in New Matter or New Client, the last name of the new matter or client is filled in automatically into the first Name box.

Pull-down menus: File > Client > Conflict Search

File > Matter > New Matter > Conflict Search button

File > Client > New Client > Conflict Search button

Toolbar:

Pull-down menu: File > Client > Global Search

Chapter Four 55

Merging Addresses

Persons in PCLaw are based on contacts. A contact can be added directly to PCLaw or added as a client or vendor. Clients and Vendors can subsequently be merged into contacts.

PCLaw provides two options for merging different clients, contacts, and vendors into one person. The user can manually select the client/contact/vendor to merge, or PCLaw can automatically search the database for all clients and vendors that do not have a contact equivalent.

When performing a manual merge, you can match a client to a vendor or contact, a contact to a client or vendor, or a vendor to a client or contact.

When performing an automatic merge, PClaw prompts you to match clients and vendors with existing contacts or create a new contact for the client or vendor. You can perform this action immediately or skip the client and vendor and create the contact at a later date.

Changing Client Numbers

The client nickname can be changed while still retaining client information and matter associations.

Printing LabelsClient labels can be printed using the Label option in Contact Manager.

Pull-down menu: Tools > Merge Addresses

Pull-down menu: File > Matter > Renumber Matter/Client

56 PCLaw User Guide

Closing a Client

When all matters assigned to a client have been closed and removed from the system, the client can be closed. There are two methods for closing a client:

• When the last matter for a client has been purged in the Close Matter feature, the user will be prompted to remove the client. Answering yes to the prompt removes the client from PCLaw.

• Use the Close Client feature to remove any client that no longer contains a matter.

All matters must be purged from the client before the client can be closed. If a matter is only deactivated or archived, the client is not eligible to be closed.

Pull-down menu: File > Client > Close Client

Chapter Four 57

Chapter 4-2Client Manager

ContentsAbout Client ManagerSelecting ClientsMain TabMatters TabCustom TabsAdd Tabs TabSecurity

About Client ManagerAfter a client is created, client information can be viewed or changed through Client Manager. The toolbar allows for quick movement between clients, the ability to add new clients and to generate PCLaw reports. Separate tabs in Client Manager displays information on clients, matters associated with the client, and custom tabs.

Selecting a Client When opening Client Manager for the first time, you must select a matter. Thereafter, the last client viewed is remembered automatically.

To change the client to work with, type the client nickname in the Client box or double click to select from Pop Up Help - Clients.

Main Tab

The Main tab contains the basic information for the client, including name, address, phone numbers, lawyer, and major client status. The Main tab is available to all users who are assigned rights to the Client Manager.

The client can be designated as a major client, where it would have associate clients within its hierarchy, or conversely, the client can be associated to a major client. Billings and many reports can be produced by client or major client. Producing the bill report by major client will include all associate clients.

Pull-down menu: File > Client Manager > Main tab

Quick Step: Practice Management > Client Manager > Main tab

58 PCLaw User Guide

Matters Tab

The Matters tab operates as an interactive client summary for all matters assigned to the client. Use the Matters tab for:

• balances• memos/collection memos

Client summary information appears in the Balances area. If (All Matters) is selected, the overall balance appears for all matters assigned to the client. If an individual matter is highlighted, matter summary information appears for that matter.

Custom TabsUser defined tabs can be created through the Custom Tabs feature, and added individually to existing clients, or automatically for newly created clients.

For a custom tab to be added automatically to a new client, select Add This Tab By Default For Clients on the Custom Tab - Layout window of the Custom Tabs feature.

Add Tabs TabTabs can be added, hidden, removed, or the tab order changed. Tabs that can be added include tabs previously hidden or removed, electronic billing tabs for firms using the Electronic Billing module, or custom tabs.

The Main tab cannot be hidden.

Although hidden tabs are not visible, settings on the tabs are still read and acted upon by PCLaw. For PCLaw not to act upon tab settings, that tab must be removed. Only electronic billing and custom tabs can be removed.

Removing a tab removes all information on that tab.

SecurityClient Manager contains tabs, drill down buttons, phone, and function buttons, any of which can be made unavailable if rights are restricted to the user’s group. Items not listed do not require individual security settings.

Pull-down menu: File > Client Manager > Matters tab

Quick Step: Practice Management > Client Manager > Matters tab

Chapter Four 59

Chapter 4-3Working With Matters

ContentsAbout MattersSelecting System SettingsAbout Adding New MattersNew Matter - Main TabNew Matter DefaultsNew Matter - Billing TabNew Matter - Custom TabMatter Opening BalancesRenumbering Matters and ClientsGlobal Change MattersPrinting LabelsSummarizing Matter InformationConditions for Closing MattersClosing MattersClosed Matter Register

About Matters In PCLaw, the parties for whom your firm is working are called clients, the cases or files worked on for these clients are called matters. Matters are used to co-ordinate client related activities such as fees, expenses, payments, appointments, and phone calls, and to organize matter related documents, e-mail, and research. Data entry, billing, payments, and reports are all matter driven.

Although matters are added individually to PCLaw, default settings can be selected at both the system and client level to speed the creation of the matter. Newer versions can set the contents of the New Matter window. If a matter pre-dates the firm, opening balances can be added.

Selecting System SettingsSystem Settings enables selected matter defaults, effecting only matters created after the default is set. System Settings affects all workstations. It does not change settings for pre-existing matters. Selected tabs affect matter settings, bill settings for the matter, tax settings if the firm is collecting sales tax or GST/VAT, and interest or past due settings, if the firm is using past due notices.

60 PCLaw User Guide

About Adding New MattersThe New Matter window can contain as few fields as are considered mandatory, or additional fields from the Main and Billing tabs of Matter Manager can be added. The New Matter window may also contain a Custom tab containing custom fields that are marked mandatory and an Opening Balances tab for new systems.

The mandatory fields for the New Matter window are:

• matter nickname• client nickname• last name or company name• responsible lawyer• date opened• type of law

Main tab

The Main tab is the tab that appears when opening New Matter. All the mandatory fields for creating a new matter are contained on the Main tab.

Matter Introducing Lawyer percentages are not applied to the general ledger, but can be viewed by on some reports, such as the Receivables by Client, Collection Summary or Client WIP Billing and Collection Summary.

If any Force Options are enabled on the System Settings > Other tab, you will be prompted to fill in the required fields.

New Matter DefaultsBoxes shown in the Not Defaulted window are the same as those in the New Matter Settings > Shown window on the Matter tab of System Settings.

Pull-down menu: File > Matter > New Matter

Quick Step: Start Up > New Matter

Short Cut Keys: CTRL+N

Toolbar:

Chapter Four 61

Billing Tab

The Billing tab appears on the New Matter window only if billing fields are selected to be shown on the New Matter Settings window on the Matter tab of System Settings.

The Billing tab consists of four basic components, billing, interest, split lawyer charges, and taxes.

Custom Tab

A Custom tab appears on the New Matter window if two conditions are present:

• Add This Tab by Default For Matters or Add This Tab by Default for Clients must be selected on the Custom Tab Layout window for one or more custom tabs.

• One or more of the custom tab fields must be marked as a required field.

The Custom tab that appears on the New Matter window comprises only the required fields of all the custom or electronic billing tabs enabled to default to the matter or client. The complete custom or electronic billing tab appears in Matter Manager. All non-required fields do not appear in the New Matter window and must be entered in Matter Manager.

To create custom tabs, select Custom Tabs on the Options pull-down menu. Electronic Billing tabs are provided with the Electronic Billing optional module.

Opening Balances

This tab is available only for a new set of books where a month has not been closed. Matter opening balances are for matters that existed prior to the start date for the set of books. The tab allows for the entry of previous accounts receivables, unbilled fees and disbursements, as

Pull-down menu: File > Matter > New Matter > Billing tab

Quick Step: Start Up > New Matter > Billing tab

Short Cut Keys CTRL+N > Billing tab

Toolbar: > Billing tab

Pull-down menu: File > Matter > New Matter > Custom tab

Quick Step: Start Up > New Matter > Custom tab

Short Cut Keys CTRL+N > Custom tab

Toolbar: > Custom tab

Pull-down menus: Tools > Matter Opening Balances

File > Matter > New Matter > Opening Balances tab

File > Matter Manager > Opening Balances tab

62 PCLaw User Guide

well as trust balances for up to five trust accounts. Previous invoices can be added using their original issue date.

This window is also present on the Tools pull-down menu and as a tab in Matter Manager.

Renumbering Matters and Clients

After a matter is opened, it is no longer possible to change its nickname or its associated client in New Matter or Matter Manager.

When you are renaming matters or clients, the nickname you choose cannot be that of an existing matter.

Global Change Matters

Through several PCLaw features, you can work with the information for multiple matters simultaneously. With Global Change Matters, you can change information on a client, lawyer, or firm basis, as well as a collection of matters using a specific Matter Bill Setting template. The Register provides a view of multiple matters matching specified criteria on the Related tab. Information for these matters can be modified individually through Matter Manager.

Selections in Global Change are comprised of either drop down or check boxes. Each drop down box offers three choices:

Do Not Change is the default settings for all boxes. The current individual matter settings do not change for any box with this option.

Clear deselects the setting for the box.

Select turns on the setting for the box

You can perform a global change for a client or all the files assigned to a responsible lawyer.

Printing Labels

Matter information can be printed on a label format provided by PCLaw or on a custom label you design yourself using Template Editor. Multiple copies of a label can be printed. Labels can be produced for all matters, matters associated to a specific client, lawyer or type of law, matters meeting specific billing parameters, and matters from specific places.



Pull-down menus: File > Matter > Labels

File > Matter Manager > Labels button

Chapter Four 63

Summarizing Matter Information

This feature summarizes billed entries from the client ledger. When you summarize matters, the PCLaw data files take up less space on the hard drive. As a result, the speed in which reports are produced is increased, and printed reports are shorter in length.

You can choose to summarize time and fee entries, disbursement entries, or both. PCLaw removes the selected entries from the client ledger and replaces them with one entry that represents the deleted transactions.

By default, PCLaw summarizes entries that are two years older than the last closed month. You can change that date, however the date must always be at least two years older than the last closed month.

Conditions for Closing MattersOnce a matter reaches its completion, it can be deactivated to prevent new data entry, while allowing payments or the write off of an existing A/R balance. A matter can be archived to prevent any activity on the matter and remove it from most reports unless otherwise requested. A matter can also be purged completely from the set of books. Both inactive and archived matters can be reactivated/reopened, while a purged matter cannot be retrieved.

PCLaw provides two tools for working with closed and ready to be closed matters. The Close Matter feature allows you to de-activate, archive, or purge eligible matters. The Closed Matter Register lets you reactivate/unarchive matters, or further archive or purge the matter.

Inactive MattersTo deactivate a matter, the following conditions must be met:• it cannot have unbilled items other than unbilled time• it cannot have remaining trust funds• it cannot have a general retainer balance.

Once a matter is deactivated, you cannot add fees, disbursements or perform billing on the matter. The matters are still available for reports. Payments can still be received against outstanding receivables, or the receivables can be written down. Deactivated matters can only be archived or purged if they are re-activated first using the Closed Matter Register.

Archived MattersArchive a matter once the case is completed, a final bill is produced, and any accounts receivable balance is either paid or written off.

To archive a matter, certain actions may occur and conditions must be met:• you are prompted to reverse unbilled disbursements• it cannot have remaining trust funds• it cannot have a general retainer balance• it cannot have an outstanding A/R balance• it cannot have activity in an open month.

Pull-down menu: File > Matter > Summarize Matters

64 PCLaw User Guide

Once a matter is archived, you cannot make any new entries to the matter. The matter is excluded from all reports, except for reports when you can chose to include archived matters.

An archived matter can be reopened using the Closed Matter Register. Reopening a matter where the name, address, and accounting information is saved will restore both matter information and the client ledger. Reopening a matter where only the name and address information is saved will restore only the name and address. Client Ledger information is not recovered.

Purged MattersWhen a matter is purged, no address nor accounting information for the matter is saved. The matter does not appear on any reports and cannot be reopened.

To purge a matter, the same conditions for archiving a matter must be met.

Closing Matters

The Close Matters feature provides the tools for deactivating, archiving, and purging eligible matters.

The Destroy Date automatically defaults to the date the matter is closed plus the number of years specified in the Files Can Be Destroyed After ## Years box on the Matter tab of Options > System Settings.

It is recommended to print client ledgers for matters being purged or when the accounting information is not saved.

Closed Matter Register

The Closed Matter Register allows you to further act upon matters that have been deactivated or archived. Purged matters do not appear in the Closed Matter Register.

Use the Register to:• reactivate inactive matters or reopen archived matters• remove entries from the client ledger• permanently remove matters from PCLaw.

Pull-down menu: File > Matter > Close Matters

Pull-down menu: File > Matter > Closed Matter Register

Chapter Four 65

Chapter 4-4Matter Manager

ContentsAbout Matter ManagerSelecting MattersMain TabClient and Billing AddressesBilling TabSettings TabSummary TabEvents TabNotes TabCalls TabLedger TabTime TabAll TabContacts TabRelated TabDocs TabE-mail TabResearch TabElectronic Billing TabCustom TabsAdd TabsMatter Opening Balances tabSecurity

About Matter ManagerOnce you have added matters in PCLaw, use Matter Manager to view or change matter information. Matter Manager is a valuable tool you’ll use many times per day as it contains all matter-related entries and information.

When you start Matter Manager for the first time, you must select a matter. When you start Matter Manager after the first use, the matter you worked with last time loads automatically. To change the matter you wish to work with, type or select the matter nickname in the Matter box.

66 PCLaw User Guide

Selecting MattersWhen starting Matter Manager for the first time, you must select a matter. Thereafter, you can direct PCLaw to remember the last matter viewed by selecting Remember Last Matter When Opening Matter Manager located on the Data Entry tab of System Settings.

Main Tab

The Main tab contains the basic information for the matter, including its name, address, phone numbers, lawyer, and data entry default information. This tab is available to all users who are assigned rights to the Matter Manager. However, rights to individual areas on the Main tab can be curtailed.

For new matters, the boxes may or may not have been completed when creating the new matter, depending on the fields made available in the New Matter feature. Fields can be added or removed from the New Matter window through Default Matter Settings on the Matter tab of Options > System Settings.

Matter Introducing Lawyer percentages are not applied to the general ledger, but can be viewed by on some reports, such as the Receivables by Client, Collection Summary or Client WIP Billing, and Collection Summary.

Client and Billing AddressesYou can track three separate addresses for a file.

• The Client address applies and is the same for each matter. Changing a component for a client address changes it for all matters belonging to that client.

• The billing address can be different from the client address, and is unique for each matter.

• When a secondary billing address is used, an additional copy of the invoice is created using that address. Further copies of the invoice can be created if a template is specified on a custom tab.

Pull-down menu: File > Matter Manager > Main tab

Quick Step: Matter Manager > Main tab

Short Cut Keys: CTRL+Y > Main tab

Toolbar: > Main tab

Chapter Four 67

Billing Tab

The Billing tab consists of five basic components. • the Billing area contains defaults applied to the matter when billing. • the Interest area personalizes how interest and past due options are applied to the

matter. • split lawyer charges determines how fees are divided between lawyers. • split matters enables matter charges to be divided between two or more matters at the

time of billing. • for firms collecting sales tax, GST, and VAT, the Taxes area sets matter eligibility and

percentage.

Defaults for individual matters are set on the Billing tab of Matter Manager. Settings on this tab are populated according to the selected Bill Settings template, created in the Matter BIll Settings feature from Options > Lists. You can modify settings for each matter.

If Produce Past Due Notices on Overdue Invoices is not selected, a past due notice can still be created for the matter if the matter is specifically selected when creating past due notices.

If Charge Interest For All Dates is activated for a pre-existing matter, past invoices do not calculate interest until an interest rate is applied directly to them through Change Interest On Invoices.

Settings Tab

The Settings tab displays additional details pertaining to the matter. This tab can be hidden from users through the Matters Manager tab of Advanced Security. Use the tab to:• display hold and mark up settings for the matter• display information concerning the location and destroy dates of physical files• display judicial information • assign individual security for the matter• include information for this matter when linking with an external program.

Pull-down menu: File > Matter Manager > Billing tab

Quick Step: Matter Manager > Billing tab

Short Cut Keys: CTRL+Y > Billing tab


Pull-down menu: File > Matter Manager > Settings tab

Quick Step: Matter Manager > Settings tab

Short Cut Keys: CTRL+Y > Settings tab

Toolbar: > Settings tab

68 PCLaw User Guide

Summary Tab

The Summary tab works as an interactive client summary. To access this tab, the user must be assigned rights to the Client Summary report. Use the Summary tab for:

• balances• memos/collection memos

Client Summary information appears in the Balances area. Each balance is displayed on a button. Click that button to view detailed transactions that comprise the balance. The displayed transactions are filtered for the active matter only.

Events Tab

The Events tab displays appointments and to do’s associated with the matter. Appointments and to do’s are entered through the Calendar, Matter Manager and Appointment Sheet features. Events are differentiated under the Type column. To access the Events tab, the user must be assigned rights to the Appointment Listing. Use the Events tab to:

• view appointments and to do’s• filter the listing by completion, date range, appointment or location code • add, change or remove events• mark to do’s as completed• convert events to time entries• print an Appointment Listing

Pull-down menu: File > Matter Manager > Summary tab

Quick Step: Matter Manager > Summary tab

Short Cut Keys: CTRL+Y > Summary tab

Toolbar: > Summary tab

Pull-down menu: File > Matter Manager > Events tab

Quick Step: Matter Manager > Events tab

Short Cut Keys: CTRL+Y > Events tab

Toolbar: > Events tab

Chapter Four 69

Notes Tab

With the Notes tab, create or edit notes associated with the active matter. To access the Notes tab, the user must be assigned rights to Data Entry > New Notes. Use the Notes tab to:

• view notes about the matter• filter the list by date range or lawyer• add, change or remove notes• print a Notes Listing

Calls Tab

The Calls tab displays records added through the Phone Call and Phone Message features on the Data Entry pull-down menu and the New Call and New Message buttons in Phone Call Manager. To access the Calls tab, the user must be assigned rights to Data Entry > New Calls and New Messages. Use the Calls tab to:

• view calls associated with the matter• filter the list by completed status, date range, contacts, or users• add or change calls or messages• print a List of Phone Calls report

The List of Phone Calls report can only be printed from the Matter Manager and the Phone Call Manager.

Pull-down menu: File > Matter Manager > Notes tab

Quick Step: Matter Manager > Notes tab

Short Cut Keys: CTRL+Y > Notes tab

Toolbar: > Notes tab

Pull-down menu: File > Matter Manager > Calls tab

Quick Step: Matter Manager > Calls tab

Short Cut Keys: CTRL+Y > Calls tab

Toolbar: > Calls tab

70 PCLaw User Guide

Ledger Tab

The Ledger tab displays an interactive Client Ledger where it is possible to view and edit all entries that appear on that report. To access the Ledger tab, the user must be assigned rights to the Client Ledger report. Use the Ledger tab to: • view entries from the Client Ledger• filter the list by entry type or billing status • change or remove entries from the Client Ledger• print a Client Ledger.

Time Tab

The Time tab lets you work with time and fee entries with more detail than the Ledger tab. Listed are all time and fee entries associated with the matter entered through the Time Sheet, Fee Sheet, Quick Timer, third party linked software, and other related features. To access the Time tab, the user must be assigned rights to the Time Listing. Use the Time tab to:• view time and fee entries• filter listing by time or fees, or held status• add or change time entries• print a Time Listing.

Pull-down menu: File > Matter Manager > Ledger tab

Quick Step: Matter Manager > Ledger tab

Short Cut Keys: CTRL+Y > Ledger tab

Toolbar: > Ledger tab

Pull-down menu: File > Matter Manager > Time tab

Quick Step: Matter Manager > Time tab

Short Cut Keys: CTRL+Y > Time tab

Toolbar: > Time tab

Chapter Four 71

All Tab

The All tab displays client ledger transactions, calendar events, and notes associated with the matter. Use the All tab to:• view client ledger entries, calendar events, and notes• change any unbilled ledger entry, calendar event or note.

Contacts Tab

The Contacts tab enables you to work with contacts associated with the active matter. Use the Contacts tab to:

• view contacts associated with the matter• add change or remove contacts• associate a contact with a matter• print a Contact Listing for the associated matters.

To work with Contacts in more detail, refer to the Contact Manager located on the File pull-down menu.

Pull-down menu: File > Matter Manager > All tab

Quick Step: Matter Manager > All tab

Short Cut Keys: CTRL+Y > All tab

Toolbar: > All tab

Pull-down menu: File > Matter Manager > Contact tab

Quick Step: Matter Manager > Contact tab

Short Cut Keys: CTRL+Y > Contact tab

Toolbar: > Contact tab

72 PCLaw User Guide

Related Tab

The Related tab enables you to work with matters assigned to the same client as the active matter. To access the Related tab, the user must be assigned rights to the List of Clients report. Use the Related tab to:• list all matters with the same client nickname• select a different matter with the same client nickname • add a new matter with the same client nickname• change matter information• print a List of Clients for the current client.

Docs Tab

The Docs tab displays documents that are associated with the matter. To access the Docs tab, the user must be assigned rights to the Document Listing. Use the Docs tab to: • view documents associated with the matter• e-mail a document• create a new document• copy a document to another location• view the properties of a document• add an existing document.

Pull-down menu: File > Matter Manager > Related tab

Quick Step: Matter Manager > Related tab

Short Cut Keys: CTRL+Y > Related tab

Toolbar: > Related tab

Pull-down menu: File > Matter Manager > Docs tab

Quick Step: Matter Manager > Docs tab

Short Cut Keys: CTRL+Y > Docs tab

Toolbar: > Docs tab

Chapter Four 73

E-mail Tab

The E-mail tab lists e-mails that are associated with the matter. To access the E-mails tab, the user must be assigned rights to the Document Listing. Use the E-mails tab to: • view, change, or remove e-mails for the active matter.• associate an e-mail with the matter• copy an e-mail to another location• view the properties of an e-mail.

Research Tab

The Research tab lists research items that are associated with the matter. To access the Research tab, the user must be assigned rights to the Research Listing. Use the Research tab to:

• view, change, or remove research items for the active matter.• initiate research on behalf of the matter• produce a Research Listing of research items for the matter.

Electronic Billing TabsFirms using the Electronic Billing module have access to specialized Electronic Billing tabs. PCLaw supplies a series of pre-configured Electronic Billing tabs, representing the formats that PCLaw currently supports. Refer to the Custom Tabs feature on the Options pull-down menu for a current list.

Electronic Billing tabs do not appear by default for existing matters, but can be added using the Add Tabs button. Electronic Billing tabs can be added automatically for newly created matters through the Custom Tab feature. Tabs can be added for all matters, for only for matters assigned to a particular type of law.

Pull-down menu: File > Matter Manager > E-mail tab

Quick Step: Matter Manager > E-mail tab

Short Cut Keys: CTRL+Y > E-mail tab

Toolbar: > E-mail tab

Pull-down menu: File > Matter Manager > Research tab

Quick Step: Matter Manager > Research tab

Short Cut Keys: CTRL+Y > Research tab

Toolbar: > Research tab

74 PCLaw User Guide

Custom TabsUser defined tabs can be created through the Custom Tabs feature, and added manually to existing matters, or automatically for newly created matters. Adding and removing custom tabs can be restricted through the Matter Manager tab of PCLaw Security > Advanced settings.

Add Tabs

Tabs can be added, hidden, removed, or the tab order changed. Tabs that can be added include tabs previously hidden or removed, electronic billing tabs for firms using the Electronic Billing module, or custom tabs.

The Main tab cannot be hidden.

Although hidden tabs are not visible, settings on the tabs are still read and acted upon by PCLaw. For PCLaw not to act upon tab settings, that tab must be removed. Only electronic billing and custom tabs can be removed.

Removing a tab removes all information on that tab.

Matter Opening Balances Tab

This tab is available only for a new set of books where a month has not been closed. Matter opening balances are for matters that existed prior to the start date for the set of books. The tab stores data for previous accounts receivables, unbilled fees and disbursements, and trust balances for up to five trust accounts. Add previous invoices using their original issue date.

This window is located on the Tools pull-down menu, and as a tab on the New Matter feature.

SecurityMatter Manager contains tabs, drill down buttons, phone, and function buttons, any of which can be made unavailable if rights are restricted to the user’s group. Items not listed do not require individual security settings.

Pull-down menus: File > Matter Manager > Add Tabs tab

File > Client Manager > Add Tabs tab

File > Contact Manager > Add Tabs tab

Pull-down menu: File > Matter Manager > Opening Balances tab

Quick Step: Matter Manager > Opening Balances

Short Cut Keys: CTRL+Y > Opening Balances tab

Toolbar: > Opening Balances tab

Chapter Four 75

Chapter 4-5Working With Contacts

ContentsAbout ContactsCreating New ContactsPrinting LabelsContact TypesMerging AddressesAssociating Contacts to MattersAssociating Contacts to DocumentsAssociating Contacts to Phone EventsAssociating Contacts to Calendar EventsExporting Contacts to OutlookReports

About ContactsContacts in PCLaw are the basis of persons in PCLaw. Although clients and vendors can exist independently of contacts, it is still defined that all persons interacting with the firm are contacts. As a result, clients and vendors can be transformed into contacts.

Contacts in PCLaw can exist independent of matters, or associated or used to create matters, clients, and vendors. Contacts can be associated with matters, documents, and events. Contact information can be exported or printed to labels, or exchanged with Microsoft Outlook. Searches can be run on contacts to check for possible conflicts of interest.

Creating New Contacts

New contacts can be created in several locations within PCLaw, including Contact Manager and in most contact selection windows. The contact selection windows can appear in features such as Matter Manager, Phone Call Manager, and Calendar. New Contacts can also be imported from Microsoft Outlook.

One of Last Name or Firm is required when creating a contact.

Contact memos appear in the Contact Information and Open Contact windows in Contact Manager and under the Contacts tab of Matter Manager.

Pull-down menu: File > Contact Manager > New button

List Help: Contact Selection > New

76 PCLaw User Guide

Printing Labels

Contact information can be printed on a label format provided by PCLaw or on a custom label you design yourself using Template Editor. Multiple copies of a label can be printed. Labels can be produced for all contacts, specific contacts, contacts associated to a specific matter, client or vendor, or contacts belonging to a certain contact type. Restricted vendor and client information can also be printed on a contact label.

The Contact, Matter, Client, Lawyer, and Contact Type parameters apply to contacts only, and do not affect the choice of client or vendor labels produced.

Contact TypesThe List of Contact Types is produced from Lists > Contact Types.

Merging Addresses

Persons in PCLaw are based on contacts. A contact can be added directly to PCLaw or added as a client or vendor. Clients and Vendors can subsequently be merged into contacts.

PCLaw provides two options for merging different clients, contacts, and vendors into one person. The user can manually select the client/contact/vendor to merge, or PCLaw can automatically search the database for all clients and vendors that do not have a contact equivalent.

When performing a manual merge, you can match a client to a vendor or contact, a contact to a client or vendor, or a vendor to a client or contact.

When performing an automatic merge, PCLaw prompts you to match clients and vendors with existing contacts or create a new contact for the client or vendor. You can perform this action immediately or skip the client and vendor and create the contact at a later date.

Associating Contacts to MattersA contact can be associated with one or more matters in PCLaw, and a matter can have one or more contacts associated to it. Multiple contacts associated to a matter can represent different contact types such as opposing lawyer, expert witness, or prospective client. To work with multiple contacts associated to one particular matter, use the Contact tab of Matter Manager.

Contacts are not associated to matters during the matter creation process. That procedure occurs by using the Matter Manager after the matter is created, or after clicking the Next button after completing information for the new matter.

A contact may also be linked to a new matter, if a contact was a referral source for that matter.

Pull-down menu: File > Contact Manager > Label button

Pull-down menu: Tools > Merge Addresses

Chapter Four 77

Associating Contacts to DocumentsContacts can be assigned to documents, and viewed on the Document Listing The contact can be assigned when adding or modifying the document in Document Manager, or when working with the document in Microsoft Word.

Although a document may have a contact associated with it, the document must be assigned to a matter. Even if a matter and a contact are assigned to a document, the contact is not required to be associated to the matter.

If Document Manager is enabled, and Enable Connection to Microsoft Word is enabled on the Connection Settings tab of Connection Settings, a document opened in Word can be assigned to a contact in addition to be saved to a matter. Use the PCLaw toolbar in Word. Contact information from PCLaw can also be embedded directly into the document.

Associating Contacts to Phone EventsContacts can be assigned to phone calls and messages, and viewed on the Appointment Listing. The contact can be assigned when creating the event, or when modifying the event in Phone Call Manager.

Contacts can be added to a phone event when creating or modifying the event.

Associating Contacts to Calendar EventsContacts can be assigned to appointments and to do’s, and viewed on the Appointment Listing. The contact can be assigned when creating the calendar event, or when modifying the event in Calendar. It is not possible to assign a contact to a calendar event when using the Appointment Sheet.

Although contacts can be assigned to calendar events, it is not possible to restrict the Calendar window to display only events for one contact. To view events for one contact, use the Appointment Listing.

Contacts assigned to calendar events can be exchanged with Microsoft Outlook.

Exporting Contact Information to OutlookCalendar events including contacts can be exchanged with Microsoft Outlook either on a scheduled time interval or manually.

78 PCLaw User Guide

ReportsThe Contact Listing is the key report for printing contact information. However, there are other reports in PCLaw that print out selective contact information.

Contact ListingThe Contact Listing displays contact information and all associated matters for a contact. Contact name, address, type, e-mail, and phone numbers are included on the report. If the contact is associated with a matter, the matter name, description, lawyers, type of law, billing rate, and date opened are displayed below the contact.

List of ClientsSelect Include Contacts to provide contact information for each contact associated with the matters belonging to each client on the report. Information provided includes contact first and last name, contact type, home and business phone numbers.

List of Contact TypesPrinted from the Contact Types window, the List of Contact Types displays contact type nickname and description.

Appointment ListingThe Appointment Listing displays information on appointments, to do’s, notes, and phone calls. The report can be generated to display only events for a single contact.

Document ListingThe Document Listing displays information on documents stored in Document Manager. The report can be produced to display documents for one or multiple contacts. Additional contact information can also be included on the report.

Chapter Four 79

Chapter 4-6Contact Manager

ContentsAbout Contact ManagerContact Manager ListContact Information TabContact Address TabAppointments TabAssociated Matters TabNotes TabCalls TabDocuments TabE-mail TabCustom TabsSecurity

About Contact ManagerUse Contact Manager to maintain contact information in PCLaw. You can add, change, remove and classify contacts and associate them with matters, events, and timekeepers. Documents, e-mails and phone messages can be viewed by contact. An option also allows you to display client and vendor names and numbers.

Contact Manager List

The Contact Manager lists all contacts that meet the selected criteria. Contacts can be viewed, changed, exported, or a removed. Print a label for the contact or associate it with a matter. Contacts can be viewed independently, or with clients and vendors.

Pull-down menu: File > Contact Manager

Quick Step: Practice Management (PM) > Contact Manager

Toolbar: > Main tab

80 PCLaw User Guide

Contact Information Tab

The Contact Information tab contains basic information for the contact, including name, contact type, lawyer, phone number, and memos This tab is available to all users who are assigned rights to Contact Manager.

Contact memos appear in the Contact Information and Open Contact windows in Contact Manager and under the Contacts tab of Matter Manager.

Contact Address Tab

Use the Contact Address tab to store both the contact’s main and secondary addresses.

The Use As Main Address check box is not available if Clients or Vendors is selected.

Appointments Tab

The Appointments tab displays appointments associated with the contact. To access the Appointments tab, the user must be assigned rights to the Appointment Listing report. Use the Appointments tab to:• view appointments• filter the listing by completion, date range, appointment or location code • add, change or remove appointments• convert appointments to time entries• print an Appointment Listing report.

Pull-down menu: File > Contact Manager > Contact Information tab

Quick Step: PM > Contact Manager > Contact Information tab

Toolbar: > Contact Information tab

Pull-down menu: File > Contact Manager > Contact Address tab

Quick Step: PM > Contact Manager > Contact Address tab

Toolbar: > Contact Address tab

Pull-down menu: File > Contact Manager > Appointments tab

Quick Step: PM > Contact Manager > Appointments tab

Toolbar: > Appointments tab

Chapter Four 81

Associated Matters Tab

The Associated Matters tab enables you to work with matters associated to the selected contact. To access the Associated Matters tab, the user must be assigned rights to the List of Clients report. Use the Associated Matters tab to:• list all matters associated with the selected contact• associate a matter to the contact • change information on a matter that is associated with the contact• define the role that the contact has with the matter.

Notes Tab

The Notes tab enables you to create or edit notes associated with the selected contact. To access the Notes tab, the user must be assigned rights to Data Entry > New Notes. Use the Notes tab to:• view notes about the contact• filter the list by date range or lawyer • add, change or remove notes• print a Notes Listing report.

Calls Tab

The Calls tab displays phone calls and message where the active contact is referenced. To access the Calls tab, the user must be assigned rights to the Appointment Listing report. Use the Calls tab to:• view phone records associated with the contact• filter the list by calls only, completed status, date range, contacts, or users • add calls or change existing calls and messages• print a List of Phone Calls report.

Pull-down menu: File > Contact Manager > Associated Matters tab

Quick Step: PM > Contact Manager > Associated Matters tab

Toolbar: > Associated Matters tab

Pull-down menu: File > Contact Manager > Notes tab

Quick Step: PM > Contact Manager > Notes tab

Toolbar: > Notes tab

Pull-down menu: File > Contact Manager > Calls tab

Quick Step: PM > Contact Manager > Calls tab

Toolbar: > Calls tab

82 PCLaw User Guide

Documents Tab

The Documents tab displays documents associated with the contact. To access the Documents tab, the user must be assigned rights to the Document Listing report. Use the Documents tab to: • view, change, or remove documents associated with the contact• e-mail a document• add an existing document to PCLaw• copy a document to another location• view the properties of a document.

Although a document is associated with a contact, it still must be linked to a matter.

E-mail Tab

The E-mail tab lists e-mails that are associated with the contact. To access the E-mails tab, the user must be assigned rights to the Document Listing report. Use the E-mails tab to: • view, change, or remove e-mails for the active matter• associate an e-mail with the contact• copy an e-mail to another location• view the properties of an e-mail.

Although an E-mail is associated with a contact, it still must be linked to a matter.

Custom TabsUser defined tabs can be created through the Custom Tabs feature, and added individually to existing contacts, or by default for newly created contacts.

For a custom tab to be added automatically to a new contact, select Add This Tab By Default For Clients on the Custom Tab - Layout window of the Custom Tabs feature.

SecurityContact Manager contains tabs and function buttons, any of which can be made unavailable if rights are restricted to the user’s group. Items not listed do not require individual security settings. Advanced Security refers to the Advanced button on the Security > Users tab.

Pull-down menu: File > Contact Manager > Documents tab

Quick Step: PM > Contact Manager > Documents tab

Toolbar: > Documents tab

Pull-down menu: File > Contact Manager > E-mail tab

Quick Step: PM > Contact Manager > E-mail tab

Toolbar: > E-mail tab

Chapter Four 83

Chapter 4-7Vendors

ContentsAbout VendorsAdding New VendorsAdding Opening BalancesChanging Vendor DetailsClosing VendorsExporting Vendor Details

About VendorsAccounts Payable uses a vendor file to store information about your vendors. In order to enter invoices and payments, you must first add a vendor into the system. Use New Vendor to add a vendor.

Each vendor in PCLaw is assigned an alphanumeric vendor number. PCLaw will automatically number the vendors for you once the first vendor has been added. You can override the automatically assigned vendor number by entering a different one.

Vendors can be created from existing clients and contacts. To select an existing client or contact, use the Open From button.

When you enter both a last name and a company name, you need to select either Person or Corporation in the Display As box to indicate which one is the actual vendor.

PCLaw stores the vendor’s name, address and phone numbers, as well as payment terms, discount options and the account number assigned to your firm. You can assign a default G/L account nickname (if you are using G/L accounting) and explanation to a vendor if you always purchase the same type of product or service from them. U.S. firms can indicate if a vendor requires a 1099 form summarizing the products and services paid for in a year. Firms with GST/VAT can define how the tax should be included on invoices.

You can modify any of the information about a vendor except for the vendor number. When changing an existing vendor, use the Pop Up Help option to display a list of active vendors.

If a particular vendor is no longer used by your firm, you can mark the vendor as inactive. Inactive vendors are normally excluded from reports, however, purchase and payment information is still maintained for audit trail purposes. Inactive vendors will not appear in the Pop Up Help but can be accessed by typing the vendor number directly.

Use Open Vendor to change the information about a vendor. To retrieve an existing vendor, use the vendor number assigned to it, or the name of the vendor.

84 PCLaw User Guide

Adding New Vendors

Use New Vendor to enter details about new vendors. Enter names, addresses, phone numbers, account numbers and discount information. Vendors appear on the Vendor Ledger, Vendor Listing, and Contact Listing.

Firms in the United States may be required to submit 1099 forms for certain suppliers. The New Vendor and Open Vendor windows provide fields to record 1099 information.

Firms in Canada, the United Kingdom, and Australia may be required to track GST or VAT The New Vendor and Open Vendor windows provide fields to record GST or VAT criteria

Adding Opening Balances

If there are pre-existing invoices for a vendor prior to the vendor being added to PCLaw, the invoice amounts and payments can be added through the Opening Balances tab.

Changing Vendor Details

Once a vendor is added to PCLaw, vendor information can be changed using Open Vendor.

Closing Vendors

Use Close Vendor to close vendors that are no longer in use. The vendor is marked as inactive, however it is still visible on the Pop Up Help - Vendor windows, and vendor information is still included on PCLaw reports.

Exporting Vendor Details

Vendor details can be exported to a word processor or spreadsheet. Selected information is saved on a layout. PCLaw provides several layouts for the Export Vendor feature. If an existing layout does not suit your needs, you can create your own. If a layout is no longer required, it can be removed from PCLaw. Once a layout is removed, it cannot be recovered.

Pull-down menu: File > Vendor > New Vendor > Vendor Tab

Quick Step: Accounts Payable > New Vendor > Vendor Tab

Pull-down menu: File > Vendor > New Vendor > Opening Balances Tab

Quick Step: Accounts Payable > New Vendor > Opening Balances Tab

Pull-down menu: File > Vendor > Open Vendor > Vendor Tab

Quick Step: Accounts Payable > Open Vendor > Vendor Tab

Pull-down menu: File > Vendor > Close Vendor

Pull-down menu: File > Vendor > Export Vendor

Quick Step: Accounts Payable > Open Vendor

Chapter Four 85

Chapter 4-8Exporting

ContentsAbout ExportingChoosing a LayoutAdding or Changing the Layout for MattersAdding or Changing the Layout for ContactsAdding or Changing the Layout for VendorsAdding or Changing Custom Tab Details

About Exporting PCLaw provides tools for exporting matter, contact, and vendor information. Clients can also be exported as an option when exporting contacts. Information can be sent to a word processor or spreadsheet. You can choose what information is exported, save your selections as a layout for future use, or use layouts provided by PCLaw.

When exporting to a word processor, note that the exported file is not itself a word processor file. It is a file that can be merged into the variable fields in your word processor document to produce form letters, mailing labels and the like. See your WordPerfect or Word documentation for more information about using merge files.

When exporting to a spreadsheet, the exported file is a comma-separated variable (CSV) file that can be read by many database applications. Check your database documentation to see if your database supports such files.

Choosing a LayoutUsing the initial export window that appears when exporting matter, contact, or vendor information, select the layout to use, the file format to export, and the location and file name. From this window, you can create and change a layout, and select the group of matters, contacts, vendors, and in the case of contacts, clients to export.

Export provides the following templates:• All• Name & Address• Phone & E-mail

For word processing programs, note that the exported file is not itself a word processor file. It is a file that can be merged into the variable fields in the word processor document to produce form letters, mail labels etc. See your WordPerfect or Word documentation for more information using merge files.

86 PCLaw User Guide

For database programs, the exported file is a comma-separated variable (CSV) file that can be read by many database applications. Check your database documentation to see if your database supports CSV files.

Adding or Changing the Layout for MattersIf an existing layout does not suit your needs, you can create your own and add the matter fields that you would like to include. To create a layout, you must first be in the Export Matters window. The process has two steps; setting the layout information on the Layout tab, and choosing the fields to include in the export on the Main, Address, Selections, Charge, Contacts and Custom tabs.

Adding or Changing the Layout for ContactsIf an existing layout does not suit your needs, you can create your own and add the contact fields that you would like to include. To create a layout, you must first be in the Export Contacts window. The process has two steps; setting the layout information on the Layout tab, and choosing the fields to include in the export on the adjacent tabs.

Adding or Changing the Layout for VendorsIf an existing layout does not suit your needs, you can create your own and add the vendor fields that you would like to include. The procedure has two steps; setting the layout information on the Layout tab, and choosing the fields to include in the export on the Vendor Info tab.

Adding or Changing Custom Tab DetailsSelecting customized information is a two step process. First, select the custom tab that contains the fields you want to include. Then, select the fields.

Chapter Four 87

88 PCLaw User Guide

5Time and Fees

Posting Time ..............................................................90

Posting Fees ..............................................................91

Using the Quick Timer ...............................................92

Changing Time Globally ............................................93

Time Reports ..............................................................94

Chapter Five 89

Chapter 5-1Posting Time

ContentsAbout the Time SheetPosting TimeCorrecting Time Entries

About the Time SheetUse the Time Sheet to record both current and previous time spent on matters. Time entries appear on the Time Listing, Client Ledger and Work-in-Progress Report.

To change a time entry, use the Time tab of the Register

Posting Time

With the Time Sheet, you can add time slips and record time spent.

Correcting Time EntriesTo be modified, time must be dated after the Time Restriction Date. Time records that are included on a bill cannot be changed unless the bill is first undone.

Correcting Time through the Register

Time records can be changed or removed through the Time tab of the Register.

Correcting Time through Correct Time

Users who have migrated from PCLaw version 5 and lower can also use Correct Time.

Pull-down menu: Data Entry > Time Sheet

Quick Step: Time/Fees > Time Sheet

Toolbar:

Pull-down menu: Data Entry > Register > Time Tab

Quick Step: Time/Fees > Register > Time Tab

Pull-down menu: Data Entry > Correct Time

90 PCLaw User Guide

Chapter 5-2Posting Fees

ContentsAbout the Fee SheetPosting FeesCorrecting Fee Entries

About the Fee SheetUse the Fee Sheet to record flat fees for matters. Fee entries appear on the Time Listing, Client Ledger and Work-in-Progress Report.

If Auto Track Time Reduction is enabled on the System Settings > Data Entry tab, when hours are reduced for a record, a Time Adjustment record is created equal to the quantity of hours reduced. The Time Adjustment record is identical to the original record with respect to matter, lawyer, and explanation. A task code of Time Reduction (TR) is assigned. The Time Adjustment entry is given a hold status of Never Bill. The Hold status can be changed in the same manner as any other time entry.

To change a fee entry, use the Time tab of the Register

Posting Fees

With the Fee Sheet, you can add flat fees to matters.

Correcting Fee EntriesTo be modified, fees must be dated after the Time Restriction Date. Fee records that are included on a bill cannot be changed unless the bill is first undone.

Correcting Fees through the Register

Fee records can be changed or removed through the Time tab of the Register.

Correcting Fees through Correct Fee

Users who have migrated from PCLaw version 5 and lower can also use Correct Fee.

Pull-down menu: Data Entry > Fee Sheet

Quick Step: Time/Fees > Fee Sheet

Pull-down menu: Data Entry > Register > Time Tab

Quick Step: Time/Fees > Register > Time Tab

Pull-down menu: Data Entry > Correct Fee

Chapter Five 91

Chapter 5-3Using the Quick Timer

ContentsAbout the Quick TimerUsing the Quick Timer

About the Quick TimerUse the Quick Timer to time activities as they occur. Post or delay post Quick Timer entries to the Time Sheet. Quick Timer entries appear on the Time Listing, Client Ledger and Work-in-Progress Report.

To change a quick timer entry, use the Time tab of the Register.

Using the Quick Timer

With the Quick Timer, you can open one or more quick timer windows and run timers simultaneously.

Pull-down menu: Data Entry > Quick Timer

Quick Step: Time/Fees > Quick Timer

Toolbar:

92 PCLaw User Guide

Chapter 5-4Changing Time Globally

ContentsAbout Global Change TimeChanging Time Globally

About Global Change TimeWhen you need to change the same item on many time entries, use Global Change Time. This feature lets you change any unbilled time entries that have been posted, that is, any time entries that were not saved with the Delay Post button.

You select which time entries should be changed by selecting a matter, client, responsible lawyer, working lawyer, task code, type of law, rate and/or date range. Then you select which part of the time entry to change:

• working lawyer• rate• matter• task code

PCLaw changes the selected items on the unbilled time entries that match your criteria.

Changing Time Globally

Select which time entries to change by selecting a matter, client, responsible lawyer, working lawyer, task code, type of law, rate and/or date range. Then, select what item to change: working lawyer, rate, matter and/or task code.

A matter must be selected in the Selections area for the Matter check box to be available.

Only alpha billing codes can be changed through Global Change Time. It is not possible to change billing rates that are a specific dollar amount.

Pull-down menu: Data Entry > Global Change Time

Chapter Five 93

Chapter 5-5Time Reports

ContentsAbout Time ReportsTime ListingTime SummaryClient Fees ListingWork-in-Progress ReportClient LedgerClient Accounting LedgerClient SummaryDaily Time SummaryComparative Time AnalysisTime Utilization Analysis

About Time Reports PCLaw provides multiple reports for displaying posted in PCLaw. From basic reports such as the Time Listing and Time Summary, to client-based reports such as the Client Fee Listing and Work-in-Progress. The Client Ledger, Accounting Ledger, and Client Summary include time with other client transactions. PCLawPro and PCLawPro Enterprise provide additional productivity reports.

Time ListingThe Time Listing displays time and fee entries for a matter, entered prior to or at the time of billing. The report displays the type of law, rate and quantity of hours. Transactions are grouped by working lawyer and a total is supplied for each lawyer.

Time SummaryThe Time Summary summarizes time and fee entries by either task code or working lawyer. The report displays the amount and hours as both a value and a percentage. Time is also divided between billable, non-billable, or write-up/down categories. Write-up/downs refer to fee adjustments at the time of billing.

Client Fees ListingThe Client Fees Listing displays time and fee entries for a matter. The report indicates if a fee is billed and provides the invoice number containing the entry. A comparison of billed and unbilled transactions is given for each matter.

Work-In-Progress ReportThe Work-in-Progress report lists all unbilled fees and costs for a matter. Hours, fees, and costs are divided into age categories for billing purposes. If an item is billed after the end date

94 PCLaw User Guide

of the report, it will appear on the Work-in-Progress report as unbilled for the report period. The report does not differentiate between time and fee entries. Contingency matters can be excluded from the report.

Client Ledger The Client Ledger lists transactions by matter, including opening balances, disbursements, time and fees, billing, and payments. All accounting history pertaining to the matter is contained on the Client Ledger. The report can be created by matter, client, or responsible lawyer, for all dates or a specific period. A summarized ledger displays only matter and firm totals or firm totals only. Options allow the user to view only time entries, disbursements, receipts, trust entries or billed items.

Client Accounting Ledger The Client Accounting Ledger displays G/L postings for matter transactions. Fees are displayed only after they are billed, while a running balance is provided for unbilled disbursements, receivables, trust, taxes and general retainers. Balances for both the report period and report end date are provided.

Client Summary The Client Summary lists account balances for billed and unbilled fees and disbursements, accounts receivables, trust, and matter information. The report can be run by matter, client, or responsible lawyer, for all dates or for a specific end date.

Daily Time SummaryFor PCLawPro and PCLawPro Enterprise only.

The Daily Time Summary displays billable, non-billable, and total hours for one full calendar month by the individual working lawyer. The Summary by Working Lawyer gives a total for billable and non-billable hours, the number of unique days that time is docketed and the average number of hours for each day.

Comparative Time AnalysisFor PCLawPro and PCLawPro Enterprise only.

The Comparative Time Analysis compares two periods of time as specified when the report is created. Hours and Amount values are compared, as are percentages by task code or type of law. The Amount value, compiled by working lawyer, is comprised of time and fee entries, adjustments to fees made at the time of billing, and write-downs to fees after billing. A differentiation is not made between unbilled and billed fees, or between time and fee entries.

Time Utilization AnalysisFor PCLawPro and PCLawPro Enterprise only.

The Time Utilization Analysis displays hours in a monthly calendar format by each working lawyer. Totals are given per month for a 12 month period. Hours are divided into billable and non-billable categories for each lawyer, with sub-totals.

Chapter Five 95

96 PCLaw User Guide

6Client Costs

Creating General Checks ..........................................98

Requesting General Checks .....................................100

Releasing General Checks ........................................101

Creating Expense Recoveries ..................................102

Transferring Expenses ..............................................103

Recovering Costs ......................................................104

Client Costs Reports .................................................108

Chapter Six 97

Chapter 6-1Creating General Checks

ContentsAbout General ChecksCreating General ChecksCorrecting General Checks

About General ChecksUse General Checks to write checks on the general bank account. Checks can be issued on behalf of the client or on behalf of the firm.

Checks appear on the General Bank Journal. Checks issued for client costs also appear on the Client Costs Journal, Client Ledger, Client Accounting Ledger and on Bills.

To correct or remove a check, use the General tab of the Register.

General Checks

The Check area of the General Check presents itself as a typical check. Fill in the boxes the same way you would complete any check. Use the Allocation area to apply the check to one or more matters and one or more G/L accounts.The Unallocated box displays the portion of the check that is still to be applied to matters or G/L accounts. The Allocated box displays the portion of the check that is applied to one or more matters and/or accounts.

If Show Vendors in Paid To Pop Up Help is enabled on the System Settings > Other tab and a Vendor is selected in the To box, process payable boxes become available.

If Allow Charges To Be Held is enabled on the System Settings > Data Entry tab, the Hold column becomes available.

Pull-down menu: Data Entry > General Bank > Check

Quick Step: Client Cost > Check (General)

98 PCLaw User Guide

Correcting General ChecksTo be modified, checks must be in an open month. Checks that are in an open month but are included on a bank reconciliation can only have its non-financial information modified.

Correcting General Checks through the Register

Checks can be changed or removed through the General tab of the Register.

Correcting General Checks through Correct Check

Users who have migrated from PCLaw version 5 and lower can also use General Bank > Correct Check.

Correct General CheckFor each check to be corrected, make the necessary changes. If you are using the Register, click OK to save your changes. If you are using Correct Check, click Next to save your changes and advance to the next check that matches your search criteria.

Pull-down menu: Data Entry > Register > General Tab

Quick Step: Client Cost > Register > General Tab

Pull-down menu: Data Entry > General Bank > Correct Check

Chapter Six 99

Chapter 6-2Requesting General Checks

ContentsAbout Request Checks (General)Request Checks (General)

About Request Checks (General)Use Request Checks to request that a check be issued on the general bank account on behalf of a client or firm.

To issue the actual check, make corrections or remove it, use Release Check.

After a requested check is released, it appears on the General Bank Journal. If the check is client-related, it also appears on the Client Costs Journal, Client Ledger, Client Accounting Ledger and on Bills.

Request Checks (General)

The Check area of the Request Check (General) presents itself as a typical check. Fill in the boxes the same way you would complete any check. Use the Allocation area to apply the check to one or more matters and one or more G/L accounts.The Unallocated box displays the portion of the check that is still to be applied to matters or G/L accounts. The Allocated box displays the portion of the check that is applied to one or more matters and/or accounts.


Pull-down menu: Data Entry > General Bank > Request Check

100 PCLaw User Guide

Chapter 6-3Releasing General Checks

ContentsAbout Releasing Checks (General)Release Check ManagerRelease Request Checks Report

About Releasing Checks (General)Use Release Check (General) to create general checks that have been requested.

Released checks appear on the General Bank Journal. If a check is client-related, it also appears on the Client Costs Journal, Client Ledger, Client Accounting Ledger and on Bills.

To correct or remove a released check, use the General tab of the Register.

Release Check Manager

Use Release Check Manager to select, change, remove, or process requested checks. Select the starting check number and the check date. Print a report of all requested checks for the selected bank account.

Release Request Checks ReportThe Release Request Checks report provides list of marked and/or unmarked requested checks. The report can be viewed on the screen, printed, sent to a electronic file or attached to an e-mail.

Pull-down menu: Data Entry > General Bank > Release Check

Chapter Six 101

Chapter 6-4Creating Expense Recoveries

ContentsAbout Expense RecoveriesCreating Expense RecoveriesCorrecting Expense Recoveries

About Expense RecoveriesUse Expense Recovery to record costs incurred for matters when you are not issuing a check. Expense recovery entries appear on the Client Costs Journal, Client Ledger, and Work-in-Progress Report.

To change a client expense entry, use the Expense tab of the Register.

Creating Expense Recoveries

The Check area of Expense Recovery is similar to a check. Fill in the boxes the same way you would complete any check. Use the Allocation area to apply the expense recovery to one or more matters.The Allocated box displays the total of the expense recovery that is applied to one or more matters.


Correcting Expense Recoveries

To be modified, recoveries must be in an open month. Billed recoveries cannot be modified unless the bill is undone.

Recoveries can be changed or removed through the Expense tab of the Register. Users who have migrated from PCLaw version 5 and lower can also use Correct Expense Recovery.

For each recovery to be corrected, make the necessary changes. If you are using the Register, click OK to save your changes. If you are using Correct Expense Recovery, click Next to save your changes and advance to the next check that matches your search criteria.

Pull-down menu: Data Entry > Expense Recovery

Quick Step: Client Cost > Expense Recovery

Pull-down menu: Data Entry > Register > Expense Tab

Quick Step: Client Costs > Register > Expense Tab

Pull-down menu: Data Entry > Correct Expense Recovery


Chapter 6-5Transferring Expenses

ContentsAbout Transfer ExpensesTransferring Expenses

About Transfer ExpensesUse Transfer Expenses to transfer multiple client expenses from one matter to another. You can transfer expense recovery entries, such as photocopies, as long as these entries have not been included on a bill.

This feature is useful for firms who record client expenses on a general matter for the client before the actual new matter has been added in PCLaw. Once the new matter has been entered, the client expenses can then be transferred, altogether, to the new matter.

This feature is also useful for firms who have recorded client expenses to a general matter for the client before a decision has been made as to which matter the expense applies.

If multiple client expense entries have been made to an incorrect matter, instead of changing the matter on each individual entry, use this feature to change the matter nickname on all entries in one step.

Transferring Expenses

To transfer multiple client expenses, select a From and To matter, a date range, and click Select. All the unbilled client expenses for the From matter in the selected date range appear. Once you have selected the entries to be transferred to the To matter, click the Transfer button to move the entries.

Use the Print button to produce a record of the transfer.

Pull-down menu: Data Entry > Transfer Expenses

Chapter Six 103

Chapter 6-6Recovering Costs

ContentsAbout Cost RecoveryCreating New LayoutsDefining Record Selection RulesTesting LayoutsProcessing Import Data Files

About Cost RecoveryCost Recovery retrieves information about photocopies, phone calls and other client expenses from disbursement recovery systems. A disbursement recovery system is a device connected to your photocopier, telephone or other equipment to collect information that you enter about photocopies, faxes or telephone calls made on behalf of clients. This information is usually stored in a file on a floppy disk, local hard drive or network drive. Importing this information into PCLaw eliminates the needs to manually re-enter these client expenses.

Disbursement recovery systems, also known as cost recovery or expense recovery systems, that are commonly used with the Cost Recovery optional module include Copitrak, Equitrac and Transaction Recording Systems.

With a disbursement recovery system, every time you copy, fax or use the telephone, you enter a nickname that identifies to which matter the expense should be charged. Periodically, an ASCII text file is created by your recovery system that contains a list of items such as matter nicknames, number of copies, number of minutes or number of faxes made on behalf of each matter. PCLaw refers to this file as an Import Data File.

Cost Recovery can also be used to import time and fee entries recorded in an ASCII file.

When you use the Cost Recovery module, PCLaw reads the entries from the import data file and automatically creates client expense, time or fee entries in the appropriate matter files.

In order to recover costs with the Cost Recovery module, you must:

• define the layout for your import data file (or modify an existing one)• use the layout to process the import data file

The Cost Recovery module includes standard layouts for commonly used recovery systems. You can use one of these layouts or create your own.


Creating New Layouts

Layouts can be created, copied, saved and deleted. In addition to describing the structure of the import data file, layouts contain default values, formulas and rules for selecting records.

To determine the structure of the import data file, consult the manufacturer of the disbursement recovery system.

Defining RecordsAn import data file contains multiple records and each record contains the information for one PCLaw transaction.

Records are separated from each other by either:

• a line feed character <lf>• a carriage return character <cr>• both <cr> <lf>

Adding FieldsRecords contain fields representing data values such as date, matter number or phone number.

User ID(field)

Date (field)

Time (field)

Number Of Copies (field)

Matter Nickname (field)

1234,0221,0914,12,940011 (record)

1235,0221,1057,145,020063 (record)

1234,0222,1245,2,020063 (record)

Fields are separated by delimiters. The delimiters indicate to PCLaw where each field begins and ends. The most common field delimiters are quotation marks or commas, although PCLaw can recognize many others.

All fields available to be imported are listed. The selection is unique for each of expense recovery, time, or fee layouts.

If there is a field in the import data file that is not transferable to a PCLaw component, such as a user ID, the layout can be told to ignore the field.

A field can be customized as <Term> and given a unique name. Though a term cannot be imported into PCLaw, it can be utilized later on as part of a formula.

Pull-down menu: File > Cost Recovery

Chapter Six 105

Using Formatted FieldsSome fields such as Date, Hours, Amount and Rate can be formatted to match the syntax in the import data file. Select a specific year from the drop down list in the Default Year box, or Closest to have PCLaw default to the closest year.

Defining Record Selection RulesIn addition to specifying the structure of an import data file, a layout can contain record selection rules that are used to filter out unnecessary or invalid records. These conditions are based on the values of one or more fields. You can define multiple conditions that must be met in order for a record to be excluded or included in PCLaw.

There are four types of record selection rules:

Valid If Specify the conditions that make a record valid. If the conditions are met, the record is imported. If the conditions are not met, the record is ignored.

For example, a specified item must be included such as a matter nickname.

Skip If Specify the conditions that cause a record to be ignored. If the conditions are met, the record is skipped. If the conditions are not met, the record is imported.

For example, a record can be ignored if the amount is less than $1, when specified in the Layout Selection Rules.

End If Specify the conditions that cause the import process to be aborted. If the conditions are met, the import is stopped at that record. If the conditions are not met, the import continues.

For example, the Import Data file may have special records marked with “999” to indicate the end of the records to be imported has been reached. To stop the import process at these records, specify that if the first 3 characters of the record equal 999. The import should stop.

Default If

While not used to filter out records during the import process, the Default If option is used to specify that if a certain condition exists, a particular field should be given a specified default value.

For example, specify that if the date is before 1/1/82, the date field should be set as today’s date.


Testing the LayoutOnce the proper file name and location of the import data file are specified, and a file layout has been defined, it is time to test and then process the file.

At the end of the test, a summary appears.

The summary indicates terms that are read by the Cost Recovery module, the fields that are written to PCLaw if the file was processed, and whether the data originates from the import data file or is a default or calculated setting in PCLaw.

If a record is rejected, PCLaw creates a log file. A record is rejected if there was invalid data in the field or if the layout definition is incorrect. Records that are rejected because of invalid data must be entered into PCLaw manually using the Time Sheet, Fee Sheet or Expense Recovery functions.

Processing Import Data Files

When an import data file is processed, the information is brought into PCLaw as interpreted by the cost recovery layout.

Time and fee entries that were imported into PCLaw can be reviewed by printing a Time Listing report. The Client Costs Journal lists expense recovery entries.

Pull-down menu: File > Cost Recovery

Chapter Six 107

Chapter 6-6Client Costs Reports

ContentsAbout Client Costs ReportsGeneral Bank JournalClient Costs JournalWork-in-Progress ReportClient LedgerClient Accounting LedgerClient SummaryDisbursement Analysis and InterestDisbursement HistoryHard & Soft Cost Analysis

About Client Costs Reports PCLaw provides multiple reports for displaying client costs in PCLaw. From basic reports such as the Client Costs Journal and General Bank Journal, to client-based reports such as the Work-in-Progress. The Client Ledger, Accounting Ledger, and Client Summary include costs with other client transactions. The Disbursement Analysis and Interest provides a suite of three separate reports.

General Bank JournalThe General Bank Journal lists all transactions that affect the general bank. The entries can be viewed for all accounts, a single account, by check or receipt, by G/L allocations or by date.

Client Costs JournalThe Client Costs Journal displays all costs allocated to matters, regardless of how the cost is entered into PCLaw. The report displays costs without differentiating between unbilled and billed items or hard and soft costs. Costs can be filtered by date, G/L account, and source journal.

Work-In-Progress ReportThe Work-in-Progress report lists all unbilled fees and costs for a matter. Hours, fees, and costs are divided into age categories for billing purposes. If an item is billed after the end date of the report, it will appear on the Work-in-Progress report as unbilled for the report period. The report does not differentiate between time and fee entries. Contingency matters can be excluded from the report.


Client Ledger The Client Ledger lists transactions by matter, including opening balances, disbursements, time and fees, billing, and payments. All accounting history pertaining to the matter is contained on the Client Ledger. The report can be created by matter, client, or responsible lawyer, for all dates or a specific period. A summarized ledger displays only matter and firm totals or firm totals only. Options allow the user to view only time entries, disbursements, receipts, trust entries or billed items.

Client Accounting Ledger The Client Accounting Ledger displays G/L postings for matter transactions. Fees are displayed only after they are billed, while a running balance is provided for unbilled disbursements, receivables, trust, taxes and general retainers. Balances for both the report period and report end date are provided.

Client Summary The Client Summary lists account balances for billed and unbilled fees and disbursements, accounts receivables, trust, and matter information. The report can be run by matter, client, or responsible lawyer, for all dates or for a specific end date.

Disbursement Analysis & Interest ReportThe Disbursement Analysis & Interest report is one of the three reports that comprise the Disbursement Interest & Analysis report grouping. The Disbursement Analysis & Interest report displays costs allocated to each matter and shows interest calculated on disbursements at a specified rate. The report displays costs without separating unbilled and billed or hard and soft costs in item totals. Costs can be filtered by matter, client, responsible lawyer or date.

Disbursement History ReportThe Disbursement History report is one of the three reports that comprise the Disbursement Interest & Analysis report grouping. The Disbursement History report displays costs allocated to each matter and indicates if the cost has been billed. The report displays costs without separating unbilled and billed or hard and soft costs in item totals. Costs can be filtered by matter, client, responsible lawyer or date.

Hard & Soft Cost AnalysisThe Hard & Soft Cost Analysis is one of the three reports that comprise the Disbursement Interest & Analysis report grouping. The Hard & Soft Cost Analysis categorizes costs as per their origin. Expense recovery and billing adjustments are soft costs while allocations from general checks or new payables are hard costs. The report indicates whether or not a cost is billed and paid. Costs can be filtered by matter, client, responsible lawyer or date.

Chapter Six 109

7Trust Bank

Creating Trust Checks ..............................................112

Creating Trust Receipts ............................................113

Creating Trust-to-General Transfers .......................114

Requesting Trust Checks .........................................116

Releasing Trust Checks ............................................117

Creating Matter-to-Matter Transfers (Trust) ...........118

Creating Bank-to-Bank Transfers (Trust) ................119

Trust Reports .............................................................120

Chapter Seven 111

Chapter 7-1Creating Trust Checks

ContentsAbout Trust ChecksCreating Trust ChecksCorrecting Trust Checks

About Trust ChecksUse Trust Checks to write checks on the trust bank account. Checks can be issued on behalf of the client or on behalf of the firm.

Trust checks appear on the Trust Bank Journal, Client Ledger, Client Accounting Ledger and on Bills. They also appear on the Client Trust Listing if Detailed Report is selected.

To correct a trust check, use the Trust tab of the Register

Creating Trust Checks

The Check area of the Trust Check presents itself as a typical check. Fill in the boxes the same way you would complete any check. Use the Allocation area to apply the check to one or more matters.The Unallocated box displays the portion of the check that is still to be applied to matters. The Allocated box displays the portion of the check that is applied to one or more matters.

Correcting Trust Checks

To be modified, checks must be in an open month. Checks that are in an open month but are included on a bank reconciliation can only have its non-financial information modified.

Checks can be changed or removed through the Trust tab of the Register. Users who have migrated from PCLaw version 5 and lower can also use Trust Bank > Correct Check.

For each check to be corrected, make the necessary changes. If you are using the Register, click OK to save your changes. If you are using Correct Check, click Next to save your changes and advance to the next check that matches your search criteria.

Pull-down menu: Data Entry > Trust Bank > Check

Quick Step: Trust > Check (Trust)

Pull-down menu: Data Entry > Register > Trust Tab

Quick Step: Trust > Register > Trust Tab

Pull-down menu: Data Entry > Trust Bank > Correct Check


Chapter 7-2Creating Trust Receipts

ContentsAbout Trust ReceiptsCreating Trust ReceiptsCorrecting Trust Receipts

About Trust ReceiptsUse Trust Receipts to enter receipts in the trust bank account.

Trust receipts appear on the Trust Bank Journal, Client Ledger, Client Accounting Ledger and on Bills. They also appear on the Client Trust Listing if Detailed Report is selected.

To correct a trust receipt, use the Trust tab of the Register.

Creating Trust Receipts

Fill in the Receipt area of the Trust Receipt the same way you would complete any receipt. Use the Allocation area to apply the receipt to one or more G/L accounts.The Unallocated box displays the portion of the receipt that is still to be applied to G/L accounts. The Allocated box displays the portion of the receipt that is applied to one or more accounts.

Correcting Trust Receipts

To be modified, receipts must be in an open month. Receipts that are in an open month but are included on a bank reconciliation can only have its non-financial information modified. Receipts that are included on a bill must have the bill undone prior to correcting the receipt.

Receipts can be changed or removed through the Trust tab of the Register. Users who have migrated from PCLaw version 5 and lower can also use Trust Bank > Correct Receipt.

For each receipt to be corrected, make the necessary changes. If you are using the Register, click OK to save your changes. If you are using Correct Receipt, click Next to save your changes and advance to the next check that matches your search criteria.

Pull-down menu: Data Entry > Trust Bank > Trust Receipt

Quick Step: Trust > Receipt (General)


Quick Step: Client Cost > Register > Trust Tab

Pull-down menu: Data Entry > Trust Bank > Correct Receipt

Chapter Seven 113

Chapter 7-3 Creating Trust-to-General Transfers

ContentsAbout Trust-to-General TransfersTransferring FundsCorrecting Trust-to-General Transfers

About Trust-to-General TransfersUse Trust-to-General Transfer to transfer funds from the trust bank account to the general bank account.

Trust-to-general transfers appear on the Trust Bank Journal, General Bank Journal, Client Ledger, Client Accounting Ledger and on Bills. They also appear on the Client Trust Listing if Detailed Report is selected.

To correct a trust-to-general transfer, use the Trust tab of the Register.

Transferring Funds

Trust Bank-to-Bank Transfer from a trust to a general bank account. The amount of a trust-to-general transfer is allowed to equal the amount of outstanding receivables plus disbursement work-in-progress. If Allow Trust-To-General Transfer of Fee WIP is enabled on the System Settings > Data Entry tab, then additional trust-to-general transfers equalling the amount of unbilled fees are also allowed.

If Use Deposit Slips is enabled on the Banking tab of System Settings, the Payment Method box is available.

If Ask For Originating Bank is enabled on the Banking tab of System Settings, the Originating Bank box is available.

For modified cash and cash accounting systems, the Automatic Allocation to G/L Accounts check box is available.

Use the Trust-to-General Transfer Detail window to allocate trust transfers to individual invoices and G/L accounts. Receipts can be allocated directly against fees, disbursements, taxes, and interest. The listed invoices are restricted to the individual matter.

Pull-down menu: Data Entry > Trust Bank > Trust-to-General Transfer

Quick Step: Trust > Trust-to-General Transfer


Correcting Trust-to-General Transfers

To be modified, transfers must be in an open month. Transfers that are in an open month but are included on a bank reconciliation can only have its non-financial information modified.

Transfers can be changed or removed through the General or Trust tabs of the Register. Users who have migrated from PCLaw version 5 and lower can also use Trust Bank > Correct Trust-to-General Transfer.

For each transfer to be corrected, make the necessary changes. If you are using the Register, click OK to save your changes. If you are using Correct Trust-to-General Transfer, click Next to save your changes and advance to the next record that matches your search criteria.

Pull-down menu: Data Entry > Register > Trust/General Tab

Quick Step: Trust > Register > Trust/General Tab

Pull-down menu: Data Entry > Trust Bank > Correct Trust-to-General Transfer

Chapter Seven 115

Chapter 7-4Requesting Trust Checks

ContentsAbout Request Checks (Trust)Request Trust Checks

About Request Checks (Trust)Use Request Checks to request that a check be issued on the trust bank account on behalf of a client.

To issue the actual check, make corrections or remove it, use Release Check.

After a requested check has been released, it appears on the Trust Bank Journal, Client Ledger, Client Accounting Ledger and on Bills.

Request Trust Checks

The Check area of the Request Check (Trust) presents itself as a typical check. Fill in the boxes the same way you would complete any check. Use the Allocation area to apply the check to one or more matters.The Unallocated box displays the portion of the check that is still to be applied to matters. The Allocated box displays the portion of the check that is applied to one or more matters.

Pull-down menu: Data Entry > Trust Bank > Request Check


Chapter 7-5Releasing Trust Checks

ContentsAbout Releasing Checks (Trust)Release Check ManagerRelease Request Checks Report

About Releasing Checks (Trust)Use Release Check (Trust) to create trust 0checks that have been requested.

Released checks appear on the Trust Bank Journal, Client Ledger, Client Accounting Ledger and on Bills.

To correct or remove a released check, use the Trust tab of the Register.

Release Check Manager

Use Release Check Manager to select, change, remove, or process requested checks. Select the starting check number and the check date. Print a report of all requested checks for the selected bank account.

Release Request Checks ReportThe Release Request Checks report provides list of marked and/or unmarked requested checks. The report can be viewed on the screen, printed, sent to a electronic file or attached to an e-mail.

Pull-down menu: Data Entry > Trust Bank > Release Check

Chapter Seven 117

Chapter 7-6 Creating Matter-to-Matter Transfers (Trust)

ContentsAbout Matter-to-Matter TransfersTransferring FundsCorrecting Matter-to-Matter Transfers

About Matter-to-Matter TransfersUse Trust Matter-to-Matter Transfer to transfer trust funds from one matter to another.

Matter-to-matter transfers appear on the Trust Bank Journal, Trust Bank Matter-to-Matter Transfer Journal, Client Trust Listing, and Client Ledger.

To correct or remove a matter-to-matter transfer, use the Ledger tab of the Register.

Transferring Funds

Trust Matter-to-Matter Transfer moves trust funds between matters. Funds must be in the same trust bank account.

Correcting Matter-to-Matter Transfers (Trust)

To be modified, transfers must be in an open month. Transfers that are included on an invoice cannot be modified unless the invoice is undone.

Transfers can be changed or removed through the Trust tab of the Register.

Users who have migrated from PCLaw version 5 and lower can also use Trust Bank > Correct Matter-to-Matter Transfer.

For each transfer to be corrected, make the necessary changes. If you are using the Register, click OK to save your changes. If you are using Correct Matter-to-Matter Transfer, click Next to save your changes and advance to the next record that matches your search criteria.

Pull-down menu: Data Entry > Trust Bank > Matter-to-Matter Transfer

Quick Step: Trust > Matter-to-Matter Transfer (Trust)



Pull-down menu: Data Entry > Trust Bank > Correct Matter-to-Matter Transfer


Chapter 7-7Creating Bank-to-Bank Transfers (Trust)

ContentsAbout Bank-to-Bank TransfersTransferring FundsCorrect Bank-to-Bank Transfers

About Bank-to-Bank TransfersUse Trust Bank-to-Bank Transfer to transfer trust funds from one trust bank account to another.

Bank-to-bank transfers appear on the Trust Bank Journal, Client Ledger, Client Accounting Ledger and on Bills. They also appear on the Client Trust Listing if Detailed Report is selected.

To correct a bank-to-bank transfer, use the Trust tab of the Register.

Transferring Funds

Trust Bank-to-Bank Transfer moves funds between trust bank accounts. To move funds between general bank accounts or from a trust account to a general account, use the transfer feature intended for that task.

Correcting Bank-To-Bank-Matter Transfers (Trust)


Transfers can be changed or removed through the Trust tab of the Register.

Users who have migrated from PCLaw version 5 and lower can also use Trust Bank > Correct Bank-to-Bank Transfer.


Pull-down menu: Data Entry > Trust Bank > Bank-to-Bank Transfer

Quick Step: Trust > Bank-to-Bank Transfer



Pull-down menu: Data Entry > Trust Bank > Correct Bank-to-Bank Transfer

Chapter Seven 119

Chapter 7-8Trust Reports

ContentsAbout Trust ReportsTrust Bank JournalTrust Bank Matter-to-Matter Transfer JournalClient Trust Listing

About Trust Reports PCLaw provides multiple reports for displaying trust funds in PCLaw. From basic reports such as the Trust Bank Journal and Trust Bank Matter-to-Matter Transfer, to client-based reports such as the Client Trust Listing. The Client Ledger, Accounting Ledger, and Client Summary include trust with other client transactions.

Trust Bank JournalThe Trust Bank Journal lists all transactions that affect the trust bank. The entries can be viewed for all accounts, a single account, by check or receipt, by G/L allocations or by date.

Trust Bank Matter-to-Matter Transfer JournalThe Trust Bank Matter-to-Matter Transfer Journal lists transfers of trust funds between matters. The report displays both the matter transferring funds and the receiving matter.

Client Trust Listing The Client Trust Listing shows trust balances by client and matter. A balance is provided for each trust account in which the matter has funds, followed by a matter total. A last entry date is also displayed for each trust account.


8Client Receipts

Receiving Payments ..................................................122

Receiving General Retainers ....................................124

Creating Matter-to-Matter Transfers (General) ......125

Client Receipts Reports ............................................126

Chapter Eight 121

Chapter 8-1Receiving Payments

ContentsAbout Receiving PaymentsThe Receipt AreaThe Invoices TabThe G/L Allocations TabCorrecting Receive Payments

About Receiving PaymentsThe Receive Payment feature gives flexibility and convenience when receiving payments from a client. Use this feature to enter clients receipts in the general bank account that should be applied to outstanding invoices. Amounts over and above the amount outstanding are treated as general retainers and will be applied to future bills.

Receipts appear on the General Bank Journal, Payment Allocation Listing, Client Ledger and Client Accounting Ledger.

To correct or remove a receipt, use the General tab of the Register.

The Receipt Area

The Receipt area of Receive Payment presents itself as a typical receipt. Fill in the boxes the same way you would complete a receipt.

A payment can apply to one, several, or all of the displayed invoices on the Invoice tab. What invoices appear is determined in the Payment Selections area. The accumulated interest for all selected outstanding invoices is calculated in the Payment Selections area.

A matter or client nickname is not required in the Matter or Client boxes, respectively. However, by entering a matter or client nickname, the Pop Up Help - Invoices list is filtered to those invoices belonging only to that matter or client.


Pull-down menu: Data Entry > General Bank > Receive Payment

Quick Step: Client Receipts > Receive Payment (General)


The Invoice TabWhen receiving a payment, the Invoice tab can display:• an outstanding invoice• all outstanding invoices for a matter• all outstanding invoices for all matters belonging to a client• all outstanding invoices for all matters of all associated clients of a major client.

Payments are allocated by invoice according to the first invoice listed. The payments do not automatically reallocate when the sort criteria is changed, unless the payment amount is re-entered on the Receipt section of window.

To prevent payments from automatically allocating to invoices, deselect Auto Allocate Payments to Invoices under the System Settings > Data Entry tab.

Paying an invoice in full, pays all taxes, disbursements, and fees of an invoice. If an invoice is only partially paid, the payment is applied to an invoice according to the order specified under the Data Entry tab of System Settings. If Blend Tax Payments is selected on the Data Entry tab of System Settings, payment is allocated proportionally to taxes, costs and fees.

G/L Allocations TabIt is not necessary to advance to the G/L Allocations tab when receiving a payment or transferring funds from trust. If Auto Allocate Payments to G/L Accounts is selected under the Data Entry tab of System Settings, PCLaw automatically allocates payments to the required accounts. Auto Allocate Payments to G/L Accounts is mandatory for Accrual systems.

Changing G/L allocations for reserved accounts, such as Accounts Receivables (1200), Client Disb Recovery (1210), and Client Expense Recovery (5010) may have adverse effects as to how the payments are posted. It is recommended not to change any of these allocations.

Changes to allocations appear on the General Bank Journal and Payment Allocation Listing. Adjustments made after the payment is saved affect the general ledger only.

Correcting Receive Payments

To be modified, receipts must be in an open month. Receipts that are in an open month but are included on a bank reconciliation can only have its non-financial information modified.

Receipts can be changed or removed through the Ledger tab of the Register. Users who have migrated from PCLaw version 5 and lower can also use General Bank > Correct Payment.

For each receipt to be corrected, make the necessary changes. If you are using the Register, click OK to save your changes. If you are using Correct Receive Payment, click Next to save your changes and advance to the next check that matches your search criteria.

Pull-down menu: Data Entry > Register > Ledger Tab

Quick Step: Client Receipts > Register > Ledger Tab

Pull-down menu: Data Entry > General Bank > Correct Receive Payment

Chapter Eight 123

Chapter 8-2Receiving General Retainers

ContentsAbout General RetainersReceiving General RetainersCorrecting General Retainers

About General RetainersUse General Retainer to add client receipts in the general bank account that are to be applied to future invoices.

General retainers appear on the General Bank Journal, Client Ledger and the Client Accounting Ledger.

To correct or remove a general retainer, use the General tab of the Register.

Receiving General Retainers

The Receipt area of the General Retainer presents itself as a typical receipt. Fill in the boxes the same way you would complete a receipt. Use the Allocation area to apply the retainer to one or more G/L accounts.The Unallocated box displays the portion of the retainer that is still to be applied to G/L accounts. The Allocated box displays the portion of the retainer that is applied to one or more accounts.

Correcting General Retainers

To be modified, retainers must be in an open month. Retainers that are in an open month but are included on a bank reconciliation can only have its non-financial information modified. Retainers included on a bill must have the bill undone prior to correcting the retainer.

Retainers can be changed or removed through the Register > Ledger tab. Users who have migrated from PCLaw version 5 and lower can also use General Bank > Correct Retainer.

For each receipt to be corrected, make the necessary changes. If you are using the Register, click OK to save your changes. If you are using Correct Retainer, click Next to save your changes and advance to the next check that matches your search criteria.

Pull-down menu: Data Entry > General Bank > General Retainer

Quick Step: Client Receipts > General Retainer

Pull-down menu: Data Entry > Register > Ledger Tab

Quick Step: Client Receipts > Register > Ledger Tab

Pull-down menu: Data Entry > General Bank > Correct Retainers


Chapter 8-3Creating Matter-to-Matter Transfers (General)

ContentsAbout Matter-to-Matter TransfersTransferring FundsCorrecting Matter-to-Matter Transfers

About Matter-to-Matter TransfersUse General Matter-to-Matter Transfer to transfer general retainer balances from one matter to another. Matter-to-matter transfers appear on the General Bank Journal and Client Ledger.

To correct or remove a matter-to-matter transfer, use the Ledger tab of the Register.

Transferring Funds

General Matter-to-Matter Transfer moves general retainer balances between matters. Retainer balances must be in the same general bank account.

Correcting Matter-to-Matter Transfers (General)

To be modified, transfers must be in an open month. Transfers that are included on an invoice cannot be modified unless the invoice is undone.

Transfers can be changed or removed through the General tab of the Register.

Users who have migrated from PCLaw version 5 and lower can also use General Bank > Correct Matter-to-Matter Transfer.


Pull-down menu: Data Entry > General Bank > Matter-to-Matter Transfer


Quick Step: Client Receipts > Register > General Tab

Pull-down menu: Data Entry > General Bank > Correct Matter-to-Matter Transfer

Chapter Eight 125

Chapter 8-4Client Receipts Reports

ContentsAbout Client Receipts ReportsGeneral Bank JournalBilling (Fees) JournalPayment Allocation ListingCollection Summary

About Client Costs Reports PCLaw provides multiple reports for displaying client costs in PCLaw. From journals such as the General Bank Journal and Billing (Fees) Journal, to receivable reports such as the Collection Summary and Payment Allocation Listing. The Client Ledger, Accounting Ledger, and Client Summary include receipts with other client transactions.

General Bank JournalThe General Bank Journal lists all transactions that affect the general bank. The entries can be viewed for all accounts, a single account, by check or receipt, by G/L allocations or by date.

Billing (Fees) JournalThe Billing (Fees) Journal is the source accounts receivable report by which other A/R reports retrieve information. The journal lists invoices created through billing and matter opening balance. Write-downs and payments affect the current amount outstanding for each invoice. Invoices are detailed by fee credit lawyer.

Payment Allocation ListingThe Payment Allocation Listing displays in payments applied to client invoices in date order. The payments show the allocation split between individual lawyer fees, disbursements and taxes. The report can be created for fee credit, responsible, client introducing lawyers, and for type of law.

Collection SummaryThe Collection Summary provides a monthly analysis of billing by fee credit lawyer. Payments received during the same period are compiled, including fee, disbursement, and tax allocations. A monthly accounts receivable balance is provided for each lawyer.


9Additional Data Entry Tools

Creating Firm Receipts .............................................128

Creating Bank-to-Bank Transfers (General) ...........129

Creating Deposit Slips ..............................................130

Creating and Processing Recurring Entries ...........132

Using the Register .....................................................134

Viewing Bank Account Summaries ..........................138

Amortizing Mortgages ...............................................139

Chapter Nine 127

Chapter 9-1Creating Firm Receipts

ContentsAbout Firm ReceiptsCreating Firm ReceiptsCorrecting Firm Receipts

About Firm ReceiptsUse Firm Receipts to enter receipts in the general bank account that are not client related. For firms collecting GST (VAT), firm receipts can be received including GST. Firm receipts appear on the General Bank Journal.

Creating Firm Receipts

Fill in the boxes on the Receipt area of the Firm Receipt the same way you would complete any receipt. Use the Allocation area to apply the receipt to one or more G/L accounts.The Unallocated box displays the portion of the receipt that is still to be applied to G/L accounts. The Allocated box displays the portion of the receipt that is applied to one or more accounts.


If Ask For Originating Bank is enabled on the Banking tab of System Settings, the Originating Bank box is available.

Correcting Firm Receipts

To be modified, receipts must be in an open month. Receipts that are in an open month but are included on a bank reconciliation can only have its non-financial information modified.

Receipts can be changed or removed on the Register > General tab. Users who have migrated from PCLaw version 5 and lower can use General Bank > Correct Firm Receipt.

For each receipt to be corrected, make the necessary changes. If you are using the Register, click OK to save your changes. If you are using Correct Firm Receipt, click Next to save your changes and advance to the next check that matches your search criteria.

Pull-down menu: Data Entry > General Bank > Firm Receipt

Quick Step: Firm > Firm Receipt (General)


Quick Step: Client Cost > Register > General Tab

Pull-down menu: Data Entry > General Bank > Correct Firm Receipt


Chapter 9-2Creating Bank-to-Bank Transfers (General)

ContentsAbout Bank-to-Bank TransfersTransferring FundsCorrecting Bank-to-Bank Transfers

About Bank-to-Bank TransfersUse General Bank-to-Bank Transfer to transfer funds from one general bank account to another or to transfer funds to the petty cash account. A Bank-to-Bank Transfer (General) cannot be removed. To undo a transfer, create a transfer, moving the funds in the opposite direction. Bank-to-bank transfers appear on the General Bank Journal.

Transferring Funds

General Bank-to-Bank Transfer moves funds between general bank accounts. To move funds between trust bank accounts or from a trust account to a general account, use the transfer feature intended for that task.

If Use Deposit Slips is enabled on the Banking tab of System Settings, the Payment Method box becomes available.

If Ask For Originating Bank is enabled on the Banking tab of System Settings, the Originating Bank box becomes available.

Correcting Bank-To-Bank-Matter Transfers (General)


Transfers can be changed or removed on the Register > General tab. Users who have migrated from PCLaw version 5 can use General Bank > Correct Bank-to-Bank Transfer.

For each transfer to be corrected, make the necessary changes. If you are using the Register, click OK to save your changes. If you are using Correct Bank-to-Bank Transfer, click Next to save your changes and advance to the next record that matches your search criteria.

Pull-down menu: Data Entry > General Bank > Bank-to-Bank Transfer

Quick Step: Firm > Bank-to-Bank Transfer (General)


Quick Step: Trust > Register > General Tab

Pull-down menu: Data Entry > General Bank > Correct Bank-to-Bank Transfer

Chapter Nine 129

Chapter 9-3 Creating Deposit Slips

ContentsAbout Deposit SlipsEnabling Deposit SlipsCreating Deposit SlipsDeposit Slip TemplatesIncluding Deposit Slips in Bank Reconciliations

About Deposit SlipsDeposit Slips tracks information about receipts entered into the general or trust bank accounts. Before taking these receipts to the bank, use PCLaw to print a deposit slip. The originating bank and type of receipt, whether cash, check, or credit card can be recorded. For bank reconciliations, receipts can be tracked by deposit slips instead of by individual receipts.

The Deposit Slips feature provides additional data entry boxes for payment method and originating bank, if Ask For Originating Bank is selected under System Settings. These two additional boxes appear in the windows listed below.

The Payment Method and Originating Bank boxes also appear in all correction windows for the above features. Ask for Originating Bank must be selected in System Settings.

For selecting payment method, select the appropriate type from the drop down list in the Payment Method box.

For originating bank, type the name of the bank in the Originating Bank box.

Complete the remainder of the receipt window as usual.

Enabling Deposit Slips

Deposit Slips must first be enabled for the firm. Enabling Deposit Slips adds Deposit Slips to the Tools pull-down menu. It provides additional detailed boxes in all general and trust data entry windows and provides a Use Deposit Slips option for Bank Reconciliation.

Receive Payment Firm Receipt General Retainer

General Bank-to-Bank Transfer Trust Receipt Trust Bank-to-Bank Transfer

Trust-to-General Transfer

Pull-down menu: Options > System Settings > Banking Tab

Quick Step: Utilities > System Settings > Banking Tab


Creating Deposit Slips

Deposit slips can be created for any general or trust bank account. Each account requires a separate deposit slip.

The bank name and address appearing in the Bank Information section is pulled from the Bank Accounts feature.

Once a receipt is included on a deposit slip, it no longer appears in the Deposit Slips window.

Deposit Slip TemplatesTo ensure that your bank accepts PCLaw deposit slips, check with your branch to see if there are any changes that need to be made to the layout. Modify the deposit slip template if necessary through the Template Editor.

The following deposit slip templates are provided with PCLaw:

• DepSlip.rds (Generic Deposit Ticket)• CanDep.rds (Canadian Deposit Ticket)• Deptckt.rds (Deposit Ticket Template)• USDep.rds (American Deposit Ticket)

Including Deposit Slips in Bank Reconciliation

Without Deposit Slips, a deposit at the bank comprised of multiple receipts appears in Bank Reconciliation as individual receipts whereas the bank statement displays the deposit as a single entry. You would need to manually calculate which group of receipts belong to which deposit before reconciling the bank account.

The Deposit Slips feature shows the actual deposit slip in the bank reconciliation, and a Details button allows you to see the individual receipts that make up the deposit.

Select Use deposit slips.

When the Use Deposit Slips option is selected, the deposit slip appears on the Marked Items window instead of individual receipts.

To see details of any deposit slip, highlight the slip and click the Details button.

Pull-down menu: Tools > Deposit Slips

Pull-down menu: Tools > Bank Reconciliation

Quick Step: End of Month/Year > Bank Reconciliation

Chapter Nine 131

Chapter 9-4Creating and Processing Recurring Entries

ContentsAbout Recurring EntriesCreating Recurring EntriesUsing the Recurring Entries ListOverdue Recurring TransactionsProcessing Recurring Entries through the Data Entry window

About Recurring EntriesRecurring entries allow for common transactions to be saved and recalled upon request, making it unnecessary to retype the entire transaction. Entries can be selected manually or set to remind users on a weekly, monthly or another frequency.

Recurring entries do not post automatically. Selected users are reminded that a recurring entry is due when PCLaw is opened. Entries can also be reviewed using the Recurring Entries window.

Recurring entries are provided in the following PCLaw data entry windows:

Creating Recurring EntriesRecurring entries can be created for any general/trust check/receipt or G/L adjustment. For Accounts Payable, PCLaw provides the option to create a recurring entry for the payable. Recurring Entries are not available for Process Payable.

In the appropriate data entry window, click Create.

If Pay Now is selected in the New Payable or Open Payable window when the recurring entry is created, when the recurring entry is processed, the payable is both created and paid if it is processed in the New Payable window. It is not paid if it is processed in the Recurring Entry List or Overdue Recurring Transactions window.

General Check Trust Check New Payable

General Retainer Trust Receipt Open Payable

Receive Payment Firm Receipt G/L Adjustment


Using the Recurring Entries List

The Recurring Entries List allows you to view, process, modify, or remove recurring entries at a glance, regardless of their origin. The feature can show all recurring entries or only those that have reached their due date.

A recurring transaction with a Random frequency will always appear in the Recurring Entries List window for the assigned user.

If you are processing checks or receipts originating from different PCLaw features, PCLaw prints all items from one type of entry together before printing another type of entry. PCLaw prints items in the following order:

• trust receipts• trust checks• general receipts (including firm receipts, receive payments, and general retainers)• general checks

Checks and receipts are not created for general journal or account payable entries. Even if Pay Now is selected for a recurring payable, the payable is not paid if processed through the Recurring Entries List window.

When a recurring entry is processed, it does not appear in the Recurring Entries List window until it is once again due or if Show All is selected. If Show All is selected, the processed entry will continue to appear in the window, but will display the next due date.

Overdue Recurring TransactionsPCLaw will remind you whenever a recurring transaction reaches or surpasses its due date. The list of overdue recurring entries appear in the Overdue Recurring Transaction window.

The Overdue Recurring Transaction window appears only when PCLaw is opened for the first time for the default entry date. Entries appear to the user assigned when the recurring entry was created.

Processing Recurring Entries through the Data Entry WindowThe saved recurring entry can be applied the next time that particular transaction is required. Retyping the entire entry is not necessary. A recurring entry can only be recalled in the data entry window where it was originally created.

In the appropriate data entry window, click Use.

If Pay Now was selected when creating the recurring entry, the payable is paid when it is recalled and the OK button is clicked.

You can make and save a change to a recurring entry when processing the transaction. It is possible to create multiple recurring entries from the same data entry session, however you can only post one entry from that session.

Pull-down menu: Data Entry > Recurring Entries

Chapter Nine 133

Chapter 9-5 Using the Register

ContentsAbout the Register Toolbar Time Tab General Tab Trust Tab Expense Tab Ledger TabInvoice Tab A/P Tab Matter Tab Appointment Tab

About the RegisterRegister is a multi-purpose utility for viewing, modifying, and removing transactions in PCLaw. The available tabs parallel the majority of source journals found in PCLaw. On each tab you can select which entries to list by selecting specific criteria. To sort time and fee entries by a specific category, click the appropriate column heading. Use the filter button available on some tabs to reduce the list of items even further. Use the Print button to produce a report or your query.

A transaction summary area adapted for the specialized information is provided for each tab. Below it, a matter summary displays matter information for any selected transaction.

ToolbarThe toolbar provides a quick way to other PCLaw features, reports, and Quick Step.

To search for a word or phrase, click .

To access Data Entry features, click Entry.

A Data Entry pull-down menu displays a streamlined list of features related to the active tab in the Register followed by a broader menu of PCLaw features.

To view a report, select the Reports pull-down menu.

The Report pull-down menu displays a streamlined list of reports related to the active tab in the Register followed by a broader menu of PCLaw reports.

To export the listed items into an Excel spreadsheet, click Excel.


Time Tab

The Time tab lists time and fee entries for a specific matter, lawyer, or period. A summary area appears at the bottom of the window sub-totalling billed and unbilled hours, time, and fees separately. A total value for both billed and unbilled time and fee transactions is provided for the selected criteria.

Use the Time tab to change or remove time or fee entries. Print out a Time Listing report of items given for the selected criteria.

The Time tab requires users to have rights to the Time Listing to display entries, and rights to Register (Correct Time) and (Correct Fees) to change or remove time and fee entries.

General Tab

The General tab lists checks posted through the General Check, General-to-General Transfer, New/Open Payable, and Process Payable features, receipts posted through the Receive Payment, General Retainer, Firm Receipt, Trust-to-General, and General-to-General Transfer features. A summary area appears at the bottom of the window providing the opening balance, total checks, total receipts and the closing balance for the selected criteria.

Use the General tab to change, remove or void unbilled checks or receipts. Print out a General Bank Journal of items listed for the selected criteria.

The General tab requires users to have rights to the General Bank Journal to display entries, and rights to Register (Correct General features) to change or remove entries.

Trust Tab

The Trust tab lists checks posted through the Trust Check, Trust-to-General Transfer, Trust-to-Trust Transfer, and Matter-to-Matter Transfer features, receipts posted through the Trust Receipt, Trust-to-Trust Transfer, and Matter-to-Matter Transfer features. A summary area appears at the bottom of the window providing the opening balance, total checks, total receipts and the closing balance for the selected criteria.

Use the Trust tab to change, remove or void unbilled checks or receipts. Print a Trust Bank Journal of items listed for the selected criteria.

The Trust tab requires users to have rights to the Trust Bank Journal to display entries, and rights to Register (Correct Trust features) to change or remove entries.

Pull-down menu: Data Entry > Register > Time tab

Quick Step: (all tabs) > Register > Time tab

Pull-down menu: Data Entry > Register > General tab

Quick Step: (all tabs) > Register > General tab

Pull-down menu: Data Entry > Register > Trust tab

Quick Step: (all tabs) > Register > Trust tab

Chapter Nine 135

Expense Tab

The Expense tab lists client costs for a specific matter or period. A summary area appears at the bottom of the window sub-totalling billed and unbilled costs, and providing the overall total for the selected criteria.

Use the Expense tab to change or remove disbursements. Print out a Client Costs journal of items given for the selected criteria.

The Expense tab requires users to have rights to the Client Costs Journal to display entries, and rights to Register (Correct Expense) to change or remove entries.

Ledger Tab

The Ledger tab lists time and fee entries, disbursements, billing information including taxes, receipts, write ups/downs, and trust checks and receipts for a specific matter in a period. A summary area at the bottom of the window provides total hours, fees, disbursements, taxes, receipts and the current trust balance for the selected criteria.

Use the Ledger tab to change or remove entries from the Client Ledger. Print out a Client Ledger of listed items under the selected criteria.

The Ledger tab requires users to have rights to the Client Ledger to display entries, and rights to the various client data entry features to change or remove entries.

Invoice Tab

The Invoice tab lists billings for a specific matter or period. A summary area at the bottom of the tab displays total billed fees, disbursements, taxes, receipts applied to invoices, and the current A/R balance for the selected criteria.

Use the Invoice tab to write up/down or remove invoices. Print out a Billing (Fees) journal of items given for the selected criteria.

The Invoice tab requires users to have rights to the Billing (Fees) Journal to display the list of invoices, to Change/Write Off Invoices to change invoices, and to Undo Bill to remove invoices.

Pull-down menu: Data Entry > Register > Expense tab

Quick Step: (all tabs) > Register > Expense tab

Pull-down menu: Data Entry > Register > Ledger tab

Quick Step: (all tabs) > Register > Ledger tab

Pull-down menu: Data Entry > Register > Invoice tab

Quick Step: (all tabs) > Register > Invoice tab


A/P Tab

The A/P tab lists payables for a specific vendor or period. A summary area at the bottom of the tab provides total payables, payments and discounts applied to the payable, and the balance outstanding for the selected criteria.

Use the A/P tab to change or remove outstanding payables. Print out a Purchases journal of items given for the selected criteria.

Use the General tab to change or remove payments applied to payables.

The A/P tab requires users to have rights to the Purchases Journal to display entries, and rights to Open Payable to change or remove entries.

Matter Tab

The Matter tab lists calendar events for a specific matter or lawyer.

Use the Matter tab to change matter information. Print out a List of Clients report of matters given for the selected criteria. The Matter tab does not contain a filters option nor a summary area.

Matters cannot be removed using the Matter tab. To close a matter, use the Close Matter feature under the File > Matter pull-down menu.

The Matter tab requires users to have rights to the List of Clients to display entries, and rights to Matter Manager to change or remove entries.

Appointment Tab

The Appointments tab lists calendar events for a specific matter or lawyer. A summary area at the bottom of the tab displays total billable and non-billable hours for time posted to matters.

Use the Appointments tab to change or remove calendar entries. Convert appointments to time entries with the Post Time button. Print out an Appointment Listing of the displayed events.

The Appointment tab requires users to have rights to the Appointment Listing to display entries, and rights to the Appointment Sheet and Calendar to change or remove entries.

Pull-down menu: Data Entry > Register > A/P tab

Quick Step: (all tabs) > Register > A/P tab

Pull-down menu: Data Entry > Register > Matter tab

Quick Step: (all tabs) > Register > Matter tab

Pull-down menu: Data Entry > Register > Appointment tab

Quick Step: (all tabs) > Register > Appointment tab

Chapter Nine 137

Chapter 9-6Viewing Bank Account Summaries

ContentsAbout Bank Account SummariesViewing Bank Account Summaries

About Bank Account SummariesThe Bank Account Summary window provides important information about each bank account including their associated G/L accounts and balances. When viewing bank balances, you can take post-dated items into consideration.

Viewing Bank Account Summaries

Use the Bank Account Summary window look up General and Trust bank account balances.

Pull-down menu: Tools > Bank Balances

Toolbar:


Chapter 9-7Amortizing Mortgages

ContentsAbout Mortgage AmortizationAmortizing Mortgages

About Mortgage AmortizationA mortgage amortization schedule provides your clients with information about the payment of liabilities - such as on a home and property. You can produce a simple amortization schedule by entering a principal amount, an annual interest rate, and the number of years for which the mortgage is amortized.

As each jurisdiction may calculate mortgage payments differently, PCLaw does not warrant the accuracy of the calculation of the program. Always consult an amortization table supplied by your bank before producing a final amortization schedule for your client.

Amortizing Mortgages

Use Mortgage Amortization to provide your client with an amortization schedule on the payment of liabilities such as a home and property.

Pull-down menu: Tools > Mortgage Amortization

Control Keys: CTRL+M

Chapter Nine 139

10Billing

Preparing for Billing ...................................................142

Creating Quick Bills ...................................................143

Common Billing Tabs ................................................144

Creating Pre-Bills ......................................................146

Creating Bills and Request Bills ...............................147

Adding Billing Information ........................................148

Releasing Requested Bills ........................................152

Billing Reports ............................................................154

Chapter Ten 141

Chapter 10-1Preparing for Billing

ContentsAbout Bill PreparationSelecting Firm Settings to Apply to BillsSelecting Firm Settings to Apply to MattersSelecting Matter Settings to Apply to Bills

About Bill PreparationPCLaw can be configured for billing on many different levels. On the firm level, you can select settings that apply directly to the billing process when creating bills. On the firm level, you can select bill settings to apply when creating new matters.

Additional billing addresses can be added to matters. Secondary billing addresses result in the creation of a second copy of the invoice when billing. Matter specific bill settings can be added through Options > Lists > Matter Bill Settings and applied using Matter Manager.

Selecting Firm Settings to Apply to BillsSystem Settings affect all billing, respecting override selections for individual matters. The selections for individual and mass billings can be overridden during the billing process, from the Options tab of Create Pre-Bill, Create Bill, Request Bill, or Settlement Statement.

To select firm settings for billing, use the System Settings > Billing tab.

Selecting Firm Settings to Apply to MattersTemplates created in Options > Lists > Matter Bill Settings determines the default settings for new matters. Selected options do not directly affect the parameters in the Create Bill, Pre-bill, Request Bill, or Settlement Statement.The default billing options are shown on the Billing tab of Matter Manager and can be changed individually for a matter. Selections on the Billing tab of Matter Manager determine the Billing parameters for the matter. You can assign a Matter Bill Serting template to a specific Type of Law.

To apply Matter Bill Settings to matters, use the Matter Manager or Global Change Matter.

Selecting Matter Settings to Apply to BillsDefaults for individual matters are set on the Billing tab of Matter Manager. Settings on this tab are populated according to the Bill Setting selection and can be modified for each matter.

Select Allow Bill Setting Overrides on the Billing tab of Matter Manager to add and maintain individual bill settings for the matter.


Chapter 10-2Creating Quick Bills

ContentsAbout Quick BillsCreating Quick Bills

About Quick BillsQuick Bill is a fast and easy method for creating an invoice for a one time client. In one window, the Quick Bill lets you add a new matter, fees, disbursements, payment and a transfer from trust. Quick Bill will add prior entered fees and disbursements if you answer Yes when prompted. Held charges cannot be included on a Quick Bill.

A Quick Bill can be created for new or existing matters. Although an existing matter can be quick billed multiple times, many of the options contained in the Create Bill feature are not included in the streamlined Quick Bill.

Creating Quick Bills

Use Quick Bill to invoice one time clients.

The default quick bill template is set on the Matters tab of Options > System Settings.

If the invoice box is greyed out, it signifies that Restrict Invoice Number Override is enabled on the Billing tab of System Settings.

Only one fee entry appears on the Quick Bill, even if the fee is allocated to multiple lawyers.

Pull-down menu: Billing > Quick Bill

Quick Step: Billing > Quick Bill

Chapter Ten 143

Chapter 10-3Common Billing Tabs

ContentsMatters TabFees TabDisbursements Tab Receipts Tab Trust Tab Options TabSelecting Charges

Matter Tab

The Matter tab defines the Pre-Bill, Bill, Request Bill, Settlement Statement, or Past Due Notice selection by any combination of selected matters, clients, lawyers, types of law, or matter status. You can also sort by type of lawyer.

Fees Tab

The Fees tab provides the ability to select and arrange the time and fee entries that appear on the bill.

Disbs Tab

The Disbs tab provides the ability to select and arrange disbursements that appear on the bill.

Rcpts Tab

The Rcpts tab provides the ability to select and arrange receipts that appear on the bill.

Pull-down menu: Billing > Pre-Bill/Bill/Request Bill/Settlement Statement > Matter tab

Quick Step: Billing > Pre-Bill/Create Bill/Request Bill > Matter tab

Pull-down menu: Billing > Pre-Bill/Bill/Request Bill/Settlement Statement > Fees tab

Quick Step: Billing > Pre-Bill/Create Bill/Request Bill > Fees tab

Pull-down menu: Billing > Pre-Bill/Bill/Request Bill/Settlement Statement > Disbs tab

Quick Step: Billing > Pre-Bill/Create Bill/Request Bill > Disbs tab

Pull-down menu: Billing > Pre-Bill/Bill/Request Bill/Settlement Statement > Rcpts tab

Quick Step: Billing > Pre-Bill/Bill/Request Bill > Rcpts tab


Trust Tab

The Trust tab provides the ability to select and arrange trust entries that appear on the bill.

Options Tab

The Options tab provides additional parameters to use when creating pre-bills. Many of the default settings on the Options tab can be set on the System Settings > Billing tab.

Placing amounts in the Fees Less Than or Disbursement Less Than boxes excludes the pre-bill regardless of what the corresponding disbursements or fees are for the matter. For example, by placing 0.01 in the Fees Less Than box, a matter is excluded from billing if it has no unbilled fees, although it may have many unbilled disbursements.

To exclude pre-bills for matters with work-in-progress less than a specific amount, type the amount in the Charges Less Than box.

To avoid printing pre-bills with zero balances but to include all matters with new charges, the recommended settings are:

Fees Less Than = 0.00

Disbursements Less Than = 0.00

Charges Less Than = 0.01

Selecting ChargesThe Charge Selection window appears upon clicking OK in the Pre-Bill, Bill, and Request Bill Selections windows for any of the tabs. Select Charges must be enabled on the Options tab for this window to appear.

Pull-down menu: Billing > Pre-Bill/Bill/Request Bill/Settlement Statement > Trust tab

Quick Step: Billing > Pre-Bill/Bill/Request Bill > Trust tab

Pull-down menu: Billing > Pre-Bill/Bill/Request Bill/Settlement Statement > Options tab

Quick Step: Billing > Pre-Bill/Bill/Request Bill > Options tab

Chapter Ten 145

Chapter 10-4Creating Pre-Bills

ContentsAbout Creating Pre-BillsMain Tab

About Creating Pre-BillsUsing a pre-bill, also called a draft or sample bill, provides the opportunity to review the charges that will appear on a final bill. The charges included on a pre-bill are the unbilled transactions from the Client Ledger between, and including, the starting and ending dates specified. Since creating pre-bills do not alter entries on the Client Ledger, nor write records to the billing fees journal, pre-bills can be produced as many times as is necessary.

Main Tab

The Main tab contains the most widely used parameters for pre-billing and creating settlement statements in PCLaw. It is the first tab to appear when selecting (Create) Pre-bill or Settlement Statement from the pull-down menu or Quick Step.

It is recommended to use a start date of 1/1/82 to include all unbilled items prior to the cut off date.

The default pre-billing template is set on the Billing tab of System Settings.

The Include Held Charges option does not include Held > Never Bill Charges, nor does it show detail for Held > Include in Totals Only charges.

When viewing bills to the screen, you can drill down to view details of any new charge.

For the option to add the PDF to Document Manager, drill down on the PDF.

Pull-down menu: Billing > Pre-Bill > Main tab

Quick Step: Billing > Create Pre-Bill > Main tab


Chapter 10-5Creating Bills and Request Bills

ContentsAbout Creating Bills and Request BillsMain Tab

About Creating Bills and Request BillsBills are used to present a complete account of the work performed for a client and to request payment. PCLaw bills can include time, fees, disbursements, trust activity, and payments. Prior to billing a client, you would have prepared the billing defaults in PCLaw, and generated pre-bills to review charges prior to sending the final invoice to the client.

Main Tab

The Main tab contains the most widely used parameters for billing and requesting bills in PCLaw. It is the first tab to appear when selecting (Create) Bill or Request Bill from the pull-down menu or Quick Step.

It is recommended to use a start date of 1/1/82 to include all unbilled items prior to the cut off date.

The default billing template is set in the Matter Bill Settings template in Options > Lists.

The Include Held Charges option does not include never bill charges.

When viewing bills to the screen, you can drill down to view details of any new charge.


Pull-down menu: Billing > Bill/Settlement Statement > Main tab

Quick Step: Billing > Create Bill > Main tab

Chapter Ten 147

Chapter 10-6Adding Billing Information

ContentsAbout the Billing Information WindowBilled Fee Adjustment WindowFee Allocation WindowFees Billed CalculatorContingency CalculatorUnrecorded Disbursements WindowExplanation for Fee AdjustmentAdding Trust Transfer Information

About the Billing Information WindowThe Billing Information window provides additional features for adding time entries, fee adjustments, and contingency fees.

The Billing Information window follows the (Request) Bill Selections window, once OK is clicked. If Select Charges is enabled on the Options tab, then the Billing Information window appears once OK is clicked in the Charge Selection window.

When mass billing, the Billing Information window appears if Prompt for Changes to Billed Amounts is selected on the Options tab, or on the Billing tab of Options > System Settings.

If Prompt for Changes to Billed Amounts is not selected, the billing process continues. If there are no automatic trust transfers, the billing process completes. For automatic trust transfers, you will be prompted for changes to the trust check and general receipt information.

Billed Fee Adjustment WindowWhen changing the amount in the Fees box of the Billing Information window, you have the choice of making the change a time entry or a fee adjustment. Clicking the Details button makes the entry a time entry. Clicking the Allocation, Calculate, Cntngncy, or OK buttons makes the entry a fee adjustment.

A time entry is posted on the Client Ledger and will remain on the Client Ledger even if the invoice is later undone. A time entry also appears on different time reports such as the Time Listing, whereas a fee adjustment does not. A time entry does not appear on the Fee Adjustment report.


Fee Allocation WindowWhen changing the amount in the Fees box of the Billing Information or Quick Bill windows, you can select to allocate the fee adjustment to one or more lawyers. If a allocation is not made, the fee adjustment is automatically assigned to the matter’s responsible lawyer.

A fee adjustment is posted on the Client Ledger but is removed if the invoice is later undone. A fee adjustment does not appear on the different time reports such as the Time Listing, whereas a time entry does appear. A fee adjustment appears on the Fee Adjustment report whereas a time entry does not.

Fees Billed CalculatorThe Fees Billed Calculator provides a means to add a lump sum or percentage discount, or a fee adjustment to the invoice. An explanation can also be added. A discount can only be calculated to existing time and fee entries. It cannot be calculated on a fee adjustment.

If the Contingency calculator is used to create a fee adjustment, then the Explanation for Fee Adjustment window does not appear after clicking OK in the Billing Information window.

Typing the percentage or lump sum as a negative value marks up fees on the invoice.

Contingency CalculatorThe Contingency Calculator calculates fees due to the firm upon closure of a contingency case, including allocations of lawyer fees. The invoice is adjusted automatically for the contingency amount.

Fee adjustments made in other areas of the Billing Information window are also displayed in this box, however the contingency fee overwrites any other fee adjustment.

Chapter Ten 149

Unrecorded Disbursements WindowThe Unrecorded Disbursements Adjustment window appears if a disbursement adjustment is added to the invoice on the Billing Information window.The window appears prior to both the Explanation for Fee Adjustment and Trust Transfer Information windows.

A disbursement adjustment is posted to the Client Ledger, and remains on the Client Ledger even if the invoice is reversed at a later time.

The disbursement appears on the first line of the window. The value of the adjustment appears in the Amount column. The A/R date of the invoice appears in the Date column. If applicable, the default tax category for the matter appears in the GST/VAT column.

An anticipated disbursement is a cost to the firm that has not yet occurred, but it is expected. The disbursement is posted to the Client Ledger as two separate entries. A positive entry is flagged with the invoice number, indicating the disbursement is included on the invoice. A negative unbilled entry is also included on the Client Ledger. When the actual disbursement occurs and is posted to PCLaw, the negative and actual entry will negate each other, and thus will not affect the net billed amount of any future invoices.

Explanation For Fee Adjustment WindowThe Explanation for Fee Adjustment window appears if the fee amount is changed in the Billing Information window. The window appears after the Unrecorded Disbursements window if there are adjustments to disbursements, but before the Trust Transfer Information.

If fees for the invoice are adjusted using the Fee Calculator or the Contingency Calculator, the Fee Adjustment window does not appear as space for an explanation is provided in each of these tools.


Adding Trust Transfer InformationSeparate Trust Transfer windows appears based on whether you are billing a single matter or performing a mass billing.

Adding Trust Transfer Information for Single MattersIf funds are transferred from trust, either manually through the Billing Information window, or automatically using the Auto Transfer from Trust feature, a Trust Transfer Information window appears. The window follows the Unrecorded Disbursements and Fee Adjustment windows, if there are also disbursement and/or fee adjustments on the invoice.

The default bank account for trust is set on the Banking Tab of System Settings.

Trust Transfer Information Window for Mass BillingWhen mass billing matters with Auto Transfer from Trust selected, you are limited to being able to change the check number and printing the check.

If you request PCLaw to print the check or receipt on the Billing tab of Options > System Settings or at the time of billing, you still have the option not to print the check or receipt when billing a single matter, or not to print the check when mass billing.

Chapter Ten 151

Chapter 10-7Releasing Requested Bills

ContentsAbout Releasing BillsNotifying the UserSelecting Bills to ReleasePrinting a Release Requested Bills ReportMain Tab

About Releasing BillsThe Release Bill feature allows an authorized person to release bills that are created using the Request Bill feature. Use the Release Bill feature to select the request bills to release, add new charges, adjust fees and disbursement totals, or remove the billing request.

When a bill is requested, an invoice number is locked and set aside for when the requested invoice is released. When the invoice is released, this invoice number is assigned. If a requested invoice is removed, the invoice number is discarded and is not reused on other invoices in PCLaw.

Prior to releasing a request bill, charges contained on a request bill are designated by REQ in the Inv # column of the Client Ledger. When the invoice is released, REQ is replaced by the invoice number originally set aside for the request bill.

Notifying the Authorized User

When a bill is requested, the user who is authorized to review and release the invoice can be notified automatically. The notification option can be enabled separately for each workstation running PCLaw. Each workstation can notify a different user.

Selecting Bills to Release

All requested bills are listed in Release Bill. In this feature, you can view details for requested invoices and their matters, sort the list of invoices by column heading, modify or remove invoices, print a report, or select and process invoices.

Details for the highlighted invoice appears in the Invoice Details area. Matter information for the highlighted invoice appears in the Matter Summary area.

Pull-down menu: Options > Workstation Settings > Other tab

Quick Step: Utilities > Workstation Settings > Other tab

Pull-down menu: Billing > Release Bill


Printing a Release Request Bills ReportThe Release Request Bills report provides list of marked and/or unmarked requested bills. The report can be viewed on the screen, printed, sent to a electronic file or attached to an e-mail.

Main Tab

The Main tab is the first tab that appears when processing an invoice. It contains the most basic options necessary for releasing a bill.


Pull-down menu: Billing > Release Bill > Process > Main tab

Quick Step: Billing > Release Bill > Process > Main tab

Chapter Ten 153

Chapter 10-8Billing Reports

ContentsAbout Post-Billing ReportsBilling (Fees) JournalInvoice JournalBilling by Lawyer Report Receivables by Client

About Post-Billing Reports PCLaw provides multiple reports for displaying accounts receivable in PCLaw. From the Write Up/Down Journal to receivable reports such as the Receivables by Client and Receivables by Lawyer. Collection summaries breakdown by lawyer, client, and month.

Billing (Fees) JournalThe Billing (Fees) Journal is the source accounts receivable report by which other A/R reports retrieve information. The journal lists invoices created through billing and matter opening balance. Write-downs and payments affect the current amount outstanding for each invoice. Invoices are detailed by fee credit lawyer.

Invoice JournalThe Invoice Journal displays invoices as billed, with the amount for fees, disbursements and taxes appearing as they did on the invoice. Write-downs are shown separately. The user has the option to display invoices by fee credit lawyer. Payments to invoices are not provided.

Billing by Lawyer ReportThe Billing by Lawyer report summarizes billed time and hours by fee credit lawyer or type of law. The effective billing rate is calculated for billed time and fees, fee adjustments, and write-ups/downs. Payments applied against fees is provided, as is the percentage of fees that payment is applied.

Receivables by Client ReportThe Receivables by Client report lists aged receivables by client for collection follow-up. Client information is provided, with invoices grouped by matter. The original invoice amount is displayed, along with the current aged outstanding balance, and interest due. The date and amount of the last receipt is included with any interest paid on that receipt.

collecting lawyer of billable time worked and the amount actually billed. Also displayed is the value of the billed work that was either collected or written off.


11Special Billing

Transferring Trust at Billing ......................................156

Marking Up Client Expenses ....................................158

Working with Quoted Types .....................................160

Applying Special Fees ...............................................162

Working With Contingency Matters .........................164

Creating Split Bills .....................................................168

Chapter Eleven 155

Chapter 11-1Transferring Trust at Billing

ContentsAbout Auto Transfer from TrustEnabling Auto Transfer for New MattersEnabling Auto Transfer for Single MattersEnabling Auto Transfer for Multiple MattersPrinting Trust Checks and General ReceiptsEnabling Billing Defaults

About Auto Transfer from TrustWhen mass billing, trust funds can be transferred automatically to the general account to pay all or part of a bill. The transfer is displayed on the bill. The user has the option to print the trust check, general receipt, or both.

Auto Transfer from Trust operates using the same principles as when manually implementing a trust to general transfer at the time of billing. Trust money is transferred from the default trust account specified on the System Settings > Banking tab. If a matter contains a trust balance in an account other than the default trust account, that amount is not transferred.

The transfer amount is applied to:• unbilled fees (if Allow Trust to General Transfer on Fee WIP is enabled on the System

Settings > Data Entry tab• unbilled disbursements• taxes

The transfer amount is not applicable to:• existing A/R balances• interest charges on existing A/R balances

If the value of new charges on an invoice is greater than the amount contained in the trust account, the auto transfer will not exceed the balance in trust.

If the value of new charges is less than the amount contained in the trust account, the auto transfer will not exceed the amount of the billing.

When mass billing, the trust balance from one matter will not be applied to the charges of another matter, even if both matters belong to the same client.

Enabling Auto Transfer from Trust for New MattersAuto Transfer from Trust can be set as default in System Settings, as to be automatically activated for new matters created subsequently.


Enabling Auto Transfer from Trust for Single MattersAuto Transfer from Trust can be enabled for individual matters by enabling Auto Transfer from Trust at Billing on the Billing tab of Matter Manager.

Enabling Auto Transfer from Trust for Multiple MattersIf Auto Transfer from Trust is to be enabled for all or a specific category of matters by enabling Auto Transfer from Trust at Billing on the Billing tab of Matter Global Change. The option can be enabled for:• all matters for a single client• all matters for a responsible lawyer• all matters for the firm

Printing Trust Checks and General ReceiptsDuring the Auto Transfer from Trust process, both trust checks and general receipts can be set to print automatically for both Create Bill and Request Bill. PCLaw can be asked to print checks and receipts when billing or these settings can be pre-selected as defaults each time the selected matters are billed. Depending on your requirements, select one or both of Print General Receipts for Auto Trust Transfers and Print Trust Checks for Auto Trust Transfers on the Options tab of Billing or Request Bill.

Enabling Billing DefaultsChanges to the (Recreate) Billing Selections > Options tab are not saved for the next billing session. It is possible to repeat the selections for the previous billing session by clicking the Load Last button. To have the print receipt and check option selected by default, depending on your requirements, select one or both of Print General Receipts for Auto Trust Transfers and Print Trust Checks for Auto Trust Transfers on the System Settings > Billing tab.

Chapter Eleven 157

Chapter 11-2Marking Up Client Expenses

ContentsAbout Marking Up ExpensesEnabling Mark Ups for the FirmEnabling Mark Ups for MattersEnabling Mark Ups for Explanation CodesAdjusting Mark Ups During Data EntryDisplaying Mark Ups in PCLaw

About Marking Up ExpensesExpenses allocated to a matter can be given an automatic mark up either through matter defaults, or by the use of explanation codes. A marked up expense is realized at the time of billing, and is reflected both to the client and recorded in PCLaw at that point.

Enabling Mark Ups for the FirmWhen Mark Up Client Expense is enabled on the System Settings > Data Entry tab, all matters created from that time forward will have the markup option checked.

If Mark Up Client Expenses is activated for existing matters, all matters are affected. It is not possible to activate the option for a select group of matters only.

Enabling Mark Ups for MattersFor existing matters, automatic expense markup can be enabled on a matter by matter basis by selecting Mark Up Expenses on the Matter Manager > Settings tab. Mark Up Client Expenses must be selected on the System Settings > Data Entry tab for the box to be available in Matter Manager.

Mark ups percentages for matters can only be adjusted for all matters through System Settings, or on a matter by matter basis using Matter Manager. Global Change is not available for this option.


Enabling Mark Ups for Explanation CodesYou can assign a mark up percentage to an explanation code. Select Override Matter’s Mark Up % on the Add/Change Explanation Code window. When that explanation code is used for expense recoveries, general checks, or new payables, the markup percentage is applied The rate associated with an explanation code overrides any rate associated with an individual matter, but can be overridden on the Data Entry window.

Mark Up Client Expense must be enabled on the System Settings > Data Entry for the option to be available for explanation codes.

Adjusting Mark Ups During Data EntryWhen creating a client disbursement through the Expense Recovery, General Check, or New Payable features, PCLaw prompts you to adjust or accept the default mark up. Mark Up Client Expense must be selected on the Data Entry tab of System Settings.

The amount of the disbursement prior to the markup appears on the data entry window. The mark up is displayed at the time of billing.

The mark up is not displayed on the data entry window. The value of the Amount box, not the Total box, appears in the Amount column of the data entry window. The value in the Total box appears on the pre-bill/bill for the charge.

Displaying Mark Ups in PCLawThe value of the mark up is regarded as income and is allocated to the Mark Up Income (4900) account in PCLaw. Mark Up Income is a reserved account. It is possible to change the account name and nickname using Lists > G/L Accounts, however it is not possible for mark up income to be automatically posted to any other account.

A disbursement and mark up appear separately on the Client Costs journal. All other reports, including the Client Ledger, display the amount of the original disbursement and the mark up as a single entry.

When creating a bill, the value of the original disbursement plus the mark up is combined in the Disbursement box on the Billing Information window.

On the final bill, the disbursement appears with its original explanation. However, the value of the disbursement and mark up is combined. The mark up is not displayed separately anywhere on the invoice.

Chapter Eleven 159

Chapter 11-3Working with Quoted Types

ContentsAbout Quoted TypesEnabling Quoted TypesContingencyFixed FeeEstimate/Target WIPMonthly FeeMonthly Minimum FeeTotal FeesNo Quote

About Quoted TypesQuoted types provide a convenient way to apply fees or fix a warning prompt to a matter to occur at billing. The quote can take the form of a fixed fee, a monthly fee, target or estimate.

Enabling Quoted TypesQuoted types can be enabled and modified on a matter by matter basis on the Matter Manager > Billing Tab. In the Quoted Type box, to assign a quoted type, click the drop down list. In the Quoted box, type in the targeted amount.

If Quoted Types is to be enabled for all or a specific category of matters by enabling Auto Transfer from Trust at Billing on the Billing tab of Matter Global Change.

ContingencyAssigning a matter as a contingency allows the matter to be listed as a contingency if that information is brought up through the Label function.

A label template can be created Billing Quoted Type token to display the quote type. None of the default label templates come with the Billing Quoted Type token already included. The Info template contains the Amount Quoted token.

Fixed Fee Fixed Fee prompts at the time of billing to adjust fees to the quoted amount. The prompt appears regardless whether fees are higher or lower than the Fixed Fee amount. Disbursements are not included in the calculation of fixed fee amounts.

The prompt is displayed in Create Bill and Request Bill when you click OK on the Bill Selections or Request Bill Selections window. It does not appear in Create Pre-Bill.


Estimate/Target WIPEstimate and Target WIP are similar in their functionality. If the quoted amount is exceeded by the sum of fees and disbursements through any combination of Time Sheet, Fee Sheet, Expense Recovery, New Payable or Open Payable entries, you are prompted.

Fees or disbursements written up at the time of billing do not produce the prompt. PCLaw can be configured for fees only, disbursements only, or both to be compared with the quoted amount. Select Fees and/or Disbursements in the Compare Amount Quoted Against area on the System Settings > Other tab.

Monthly FeeMonthly Fees adds the quoted amount to fees each time the matter is mass billed.

If you are billing the matter individually, PCLaw asks you if you want to add the monthly fee. If you are doing a mass billing, the monthly fee is added automatically.

The monthly fee increases the total bill, and is reported on the client ledger. The monthly fee is added for each mass billing. Therefore, if you do multiple mass bills in the same month, the monthly fee is included on each of those billings.

Monthly Minimum FeeMonthly Minimum Fees calculates the difference between the amount quoted and current unbilled fees. The difference is added to the bill, bringing the fee total on the bill up to the amount quoted. If the sum of unbilled fees exceed the Monthly Minimum fees amount, no additional fees are added to the bill.

If you are billing the matter individually, PCLaw asks you if you want to adjust the fee amount to the minimum monthly fee. If you are doing a mass billing, the minimum monthly fee is adjusted automatically.

The minimum monthly fee increases the total bill, and is reported on the client ledger.The minimum monthly fee is adjusted each time that you mass bill. Therefore, for multiple mass bills in the same month, the minimum monthly fee is imposed in each billing run.

Total FeesTotal Fees calculates the difference between the amount quoted and current billed and unbilled fees. If the total amount of fees exceeds the amount quoted, you are prompted to adjust the fees if required.

The prompt is displayed in Create Bill and Request Bill when clicking OK on the Bill Selections or Request Bill Selections window. It does not appear in Create Pre-Bill. The total fee adjusts the final bill, and is reported on the Client Ledger.

No QuoteA value in the Quoted Amount box is ignored if No Quote is selected as Quoted type.

Chapter Eleven 161

Chapter 11-4Applying Special Fees

ContentsAbout Special FeesEnabling Special Fees for the FirmPreparing Explanation CodesSelecting Special Fee TemplatesAdding a Special Fee Section to Templates

About Special FeesThis section is for firms in Alberta only.

In Alberta, disbursements that do not involve a direct payment to an outside agent are treated as special fees. For example, a firm bills a client 25 cents per photocopy made internally. While the firm does pay for items such as paper and toner, it does not directly pay an outside agent for each page. In this case, the charge transferred to the client is considered a special fee.

In contrast, if you make photocopies outside the office and pay an agent for each page, these copies involve a direct cost and are not special fees.

Special fees are added to PCLaw as expense recoveries, but use a unique explanation code. An option in the explanation code identifies the transaction as a special fee. Special fees can be edited or removed in the same manner as other expense recoveries. The only other difference occurs when the special fee is billed. On a billing template that contains a special fee section, the transaction is displayed separately from traditional fees and disbursements.

Enabling Special Fees in System SettingsTo apply special fees in PCLaw, enable Use Special Fees on the System Settings > Provincial tab.

Preparing Explanation CodesUse explanation codes to flag expense recoveries as special fees. By enabling the Use Special Fees option on the Add/Change Explanation Code window, explanation codes can distinguish special fees for you. When entering a special fee, use one of the codes set aside for this type of entry.

When an expense recovery is added to PCLaw using this explanation code, the transaction is flagged as being a special fee and will appear on the bill accordingly.


Selecting Special Fee TemplatesPCLaw provides templates that already contain the required sections to properly display special fees on the client’s pre-bill and bill. These templates can be set as the system default, the matter default, or selected individually at the time of billing.

Selecting Special Fee Templates for the FirmWhen an invoice is created, it uses the default template specified in Matter Manager unless a template is specified at the time of billing. Selecting a template in the Matter Bill Settings makes that template the default for new matters where the Matter Bill Settings template is specified. Modifications to which billing template is used can be made for individual matters on the Billing tab of Matter Manager.

For pre-billing, the template specified in System Settings is used, regardless of the matter settings. The pre-bill template can be overridden at the time of pre-billing by selecting a different template in the pre-bill selections window.

Selecting Special Fee Templates for the MatterWhen an invoice is created, it uses the default template specified in Matter Manager unless an invoice is specified at the time of billing. Each matter can use a unique template. In the Billing Template box on the Matter Manager > Billing tab, select ABDetail or a template of your choice from the drop down list.

Selecting Special Fee Templates at the Time of BillingOptions selected when the pre-bill or bill is created override any previous settings in Matter Manager or System Settings. In the Template box on the Main tab of Pre-Bill, Bill, or Request Bill, select ABDetail or a template of your choice from the drop down list.

Adding a Special Fee Section to a TemplateAlthough PCLaw provides default special fees billing templates with the program, you may want to use your own custom templates. To add a special fee section, select Special Fees on the Section Type Selection window, located on the Edit > Insert pull-down menu of Template Editor.

Chapter Eleven 163

Chapter 11-5Working With Contingency Matters

ContentsAbout Contingency MattersPreparing Contingency MattersEntering TimeCreating a List of Contingency MattersInvoicing an On-Going ContingencyUsing the Contingency CalculatorCreating Final BillsCreating Settlement Statements

About Contingency MattersMatters are set up as contingency cases when the law firm does not bill time at a set rate, but instead, charges the client a lump sum fee upon completion of the case. Processing contingency matters involves tracking the time spent on a matter for the purpose of tracking time, and entering a fee in order to bill the client. You can enter a fee during the creation of the client bill.

The most common way of handling contingency matters is to enter the time spent by each lawyer with an hourly rate of 0.00. The file for the matter will indicate the number of hours accumulated; but because no rate is specified, there is no fee associated with it.

When the case is completed d the fee is determined, create a bill and enter the fee amount at the same time.

Preparing Contingency MattersWhen opening a matter for contingency cases, different methods are available within the features that PCLaw offers. Contingency matters can be excluded completely from billing, billed independently of other matters, or included in regular mass billing but for cost only.

• On the Default Rate box on the Matter Manager > Main tab, type 0 for the billing rate.

A zero default rate allows you to record time on the contingency case, and even bill time to show clients the hours allocated to the matter. The billed time is not given a value and would only appears on the invoice for information purposes.

• In the Frequency box on the Matter Manager > Billing tab, select a billing frequency that most closely meets the firm’s needs.


Cycle 1: Designating one billing frequency for all contingency cases allows you to create mass billing restricted to contingency cases.

Exclude prevents the matter from being included in any mass billing. The matter can be billed individually at any time.

Include allows the matter to be mass billed. To bill only costs, select When Mass Billing, Only Bill Costs.

The Exclude and Include options do not allow for the separation of contingency from other matters for processes such as billing or exporting matter information.

• In the Quoted Type box, select Contingency from the drop down list. Assigning a matter as contingency allows the matter to be:

marked as contingency when printing labels. The Billing Quoted Type token must be present on the label template.

marked as contingency when exporting matter information. Quoted Type must be included with the export information.

excluded from the Work-in-Progress and WIP Summary by Responsible Lawyer reports. Deselect Include Contingency Matters under the Other tab.

• To bill disbursements only, select When Mass Billing, Bill Only Costs. When the Bill Only Costs option is selected, the firm can include the matter in a regular billing cycle, with only client expenses appearing on the invoice. General retainers are included as costs. Time entries remain as unbilled.

Entering TimeAlthough the only revenue a firm will realize from a contingency matter is the fee paid at the completion of the case, many law firms still want to track their time. There are two methods to record time for a contingency:• hours and explanation only with no dollar amount• hours and explanation with a dollar amount.

All time entries are eligible to be billed and can appear on an invoice.

When the final invoice is created, enter the lump sum payment in the Fees box of the Billing Information window. For time entries with a dollar amount, PCLaw enters either a write up/ down for the difference between the accumulative time entries and the lump sum payment.

Time entries are often withheld until the final bill. It is the law firm’s option when or if they appear on an invoice.

Creating a List of Contingency MattersFirms with many contingency matters need a way to keep track of them. PCLaw provides a method to export a list of contingency matters to a word processor or spread sheet, providing the Contingency is assigned a unique billing cycle. Use Export Matters export contingency

Chapter Eleven 165

matter information. On the Export Matters - Select Matters window, select the billing cycle assigned to contingency matters.

Creating an Invoice for On-Going ContingenciesBy using a unique billing frequency, it is possible to mass bill contingencies only. In the Select Frequency box on the Create Bill or Create Request Bill Options tab, select the billing cycle assigned to the contingency matters.

A contingency case may be invoiced before its completion to collect expenses. If the option When Mass Billing, Bill Only Costs is selected on the Billing tab of Matter Manager, contingency matters are included in the regular billing process. Fees or recorded time are not billed.

Using the Contingency CalculatorThe Contingency Calculator is found in two locations in PCLaw:• on the Billing pull-down menu • on the Billing Information window when processing a bill

The calculator on the Billing Information window is able to adjust fees on an invoice. As a result, it contains greater functionality than the calculator on the Billing pull-down menu.

The Contingency Calculator on the Billing Pull-down Menu

The Contingency Calculator on the Billing pull-down menu is used exclusively as an aid for calculating the fees due to the firm and allocations to the participating lawyers. It does not post the results anywhere within PCLaw.

The Contingency Calculator on the Billing Information WindowThe tool on the Billing Information window, when processing a bill, not only calculates fees due to the firm and lawyer allocations, but also adjusts the invoice for the fee amount.

Pull-down menu: Billing > Contingency Calculator


Creating the Final BillWhen a contingency is completed, a final invoice including time entries for work performed on the matter, the law firm’s contingency fee, and any outstanding client costs, is created. Bill the contingency matter individually, by selecting the Matter nickname in the Matter box on the Create Bill or Create Request Bill main tab.

On the Billing Information window, unbilled time, if any, appears in the Fees box. Since the contingency matter is being billed individually, the option When Mass Billing, Only Bill Costs is not applicable.

To calculate the contingency fee using the Contingency Calculator, click the Cntngncy button.

If you do not use the Contingency Calculator, and the law firm is holding the amount of the settlement in trust, in the Transfer from Trust box, type in the contingency fee amount.

Creating a Settlement StatementAt times it is necessary to create a statement of all fees and disbursements for a matter as when requesting reimbursements of costs. Settlement Statements read the entire client ledger and create a statement showing all fees and disbursements, whether billed or unbilled. Settlement statements do not increase accounts receivable or mark items on a client ledger as billed.

Settlement statements are intended to be produced from the start of the client ledger to the end. If you change either the Bill From or Bill To dates, the statement may not include all charges. Furthermore, statements are created on their own special template, Settle. Regular billing templates should not be used.

Chapter Eleven 167

Chapter 11-6Creating Split Bills

ContentsAbout Split BillingWhat is Included in the SplitPreparing the Main MatterCreating InvoicesWhat Appears on the InvoicesWorking with Release BillsWhat Appears on the Client LedgerRemoving Split Invoices

About Split BillingThe Split Billing feature enables a law firm to bill two or more parties for one specific matter. By utilizing one main matter, PCLaw creates individual bills for each party with the total charges divided proportionally among the parties by assigned percentages.

Split billing utilizes one matter to maintain work-in-progress information that is to be billed among multiple parties. Charges are tracked on the main matter, and divided between subsidiary matters according to percentages specified under the Split tab of the main matter.

The main matter can be a prior existing matter, or a new matter created for the explicit purpose of split billing. For prior existing matters, any charges that are unbilled at the time the subsidiary matters are added will be split between those matters the next time the main matter is billed. Existing A/R and trust balances are not transferred. Subsequent new charges posted to the main matter are included in the split billing process.

The subsidiary matter can be a prior existing matter, belonging to the same client as the main matter or to a separate client. A new matter can also be created under the Split Matters button of the Matter Manager > Billing tab. A matter created under the Split Matters button belongs to the same client as the main matter.

A matter can be linked as a subsidiary matter for more than one main matter. A matter (B) that is linked as a subsidiary matter to a main matter (A), can have a subsidiary matter (C) itself. However, when the original main matter (A) is billed, the charges are allocated down one level only, to matter (B). Matter (C) is not affected. Charges are only allocated to matter (C) only if matter (B) is billed specifically.

Once a matter is transformed into a main matter, it cannot be added as a subsidiary matter. However, a subsidiary matter can be transformed into a main matter for other matters.

A subsidiary matter can be billed individually, however, none of the split charges from the main matter are included on that invoice.


What Is Included in the SplitTime and fee entries, client costs, and general retainers are all included in the billing process. A general retainer included on the main matter is split between the subsidiary matters according to the split percentages.

Charges and retainers entered individually to any of the subsidiary matters are included on the invoice for that matter even if the matter was billed through the split bill process.

Trust monies included on the main matter cannot be transferred to the subsidiary matters at the time of billing. Although an invoice is created for both the main and subsidiary matters, PCLaw does not pause on the Billing Information window for the invoice of the main matter to allow the user to manually transfer trust monies.

Trust monies are not included in split billing from the main matter, even if Auto Transfer from Trust is selected on the Matter Manager > Billing tab.

If a subsidiary matter includes trust funds, that money is not transferred at the time of billing during the split billing process, even if Auto Transfer from Trust is selected under the Matter Manager > Billing tab. If the subsidiary matter is billed individually, Auto Transfer from Trust performs as usual. It is possible, however, during the split billing process to manually transfer trust funds at the time of billing for a subsidiary matter to apply against the net value of the bill.

An existing A/R balance on the main matter is not transferred to the subsidiary matters. Receive Payments are made individually on all matters.

Preparing the Main MatterA matter can be transformed into the main matter for split billing during the time it is created in New Matter, or after the matter is created, in Matter Manager. Click the Split Billing button in either New Matter or Matter Manager.

Creating InvoicesTo create invoices for the main and all subsidiary matters, bill the main matter. The subsidiary matters are billed automatically. Use the Bill or Request Bill feature to bill the main matter. The Quick Bill feature cannot accommodate split billing.

The invoice is created or requested for the first subsidiary matter. The Billing Information window appears for the second subsidiary matter. Repeat the process for all subsidiary matters.

Chapter Eleven 169

What Appears on the InvoicesIt is not possible to implement a fee or cost adjustment, or manually transfer funds from trust for the main matter, since the Billing Information window is not paused for the main matter. Any additional charges to be added to the main matter for allocation to all subsidiary matters must be done prior to billing.

If the main matter contains trust funds to be applied to the existing invoices, a Trust to General Transfer must be performed for the main matter prior to the time of billing.

Although the main matter is not displayed during the billing process and a hard copy of the invoice is not produced, a zero invoice is still generated for the matter. The original charges and the allocation to the subsidiary matters are included on the invoice. There is an allocation entry for each transaction type. The complete invoice record is displayed on the Billing Summary:

A billing summary is created after the split billing process, even if Produce Summary Report is deselected under the Options tab of Create Bill or Request Bill.

To view the invoice for the main matter, use Recreate Bill.

The subsidiary matter displays charges using the date and description of the original transaction. For time entries, the original hours and lawyer are displayed. Each allocated charge is listed separately on the invoice.

If Show Full Amount of Each Charge on Invoices is not selected under the Split Matters button of Matter Manager > Billing tab, the allocated percentage of the original charge appears under the Amount column of the invoice.

If Show Full Amount of Each Charge on Invoices is selected under the Split Matters button of Matter Manager > Billing tab, the full amount of the original charge appears under the Amount column of the invoice. However, the section totals for both time and disbursements, and the Total Due for the invoice will display only the allocated percentage.

Working With Release BillsA requested split bill is created using the same procedure as a regular invoice. In Release Bill, the requested invoice for the main matter and all invoices for subsidiary matters all appear in the Register - Release Bill window of the Release Bill feature.

Selecting any one of the invoices automatically selects all the invoices. It is not possible to select and process an invoice individually.

Once the split invoices are selected, process the bills as you would for any other requested bill.


What Appears on the Client LedgerWhen a split bill is created, two entry types are added to the Client Ledger of the main matter:• A billing slug to record the creation of the invoice• Separate allocation entries for fees, disbursements, and general retainers to record that

charges have been allocated

An invoice number is assigned to all charges that are included in the split billing process and to all allocation entries.

For each subsidiary matter, separate allocation appear on the client ledger for each charge allocated to that matter. A billing slug indicates that an invoice has been created for the matter. Taxes, if applicable, are also listed. As with a regular invoice, each billed charge is marked with the number of the invoice upon which it is included.

Even if Show Full Amount of Each Charge on Invoices is selected on the Split Matters window, only the allocated percentage of any charge appears on the Client Ledger.

The main matter and all subsidiary matters are assigned the same invoice number.

Removing Split InvoicesIt is not possible to remove an individual split bill since all bills of a series uses the same invoice number. The series can only be undone by removing the invoice from the main matter. Split bills can be removed using Undo Bill or the Register.

Chapter Eleven 171

12Working With Invoices

Undoing Bills and Request Bills ............................... 174

Recreating Bills ......................................................... 176

Changing or Writing Off Bills ................................... 177

Provisionally Writing Off Bills .................................. 178

Editing Disk Images .................................................. 179

Creating Past Due Notices ....................................... 180

Charging Interest ...................................................... 182

Creating Settlement Statements ............................. 184

Marking Off-Setting A/R as Paid ............................. 185

Post-Billing Reports ................................................. 186

Chapter Twelve 173

Chapter 12-1Undoing Bills and Request Bills

ContentsAbout Undoing BillsUndo Bill/Undo Request BillReversing a Bill in the RegisterReversing Bills in a Closed Month

About Undoing BillsBills and Request Bills can be reversed through Undo Bill and Undo Request Bill respectively. Bills can also be reversed through the Register. Undoing a bill returns the matter to the state prior to creating the bill. All fees and disbursements entered prior to the time of billing remain on the Client Ledger as work-in-progress. Disbursements and time entries added at the time of billing also remain on the Client Ledger as work-in-progress. Fee adjustments made at the time of billing are removed.

In order to undo a bill, there cannot be subsequent actions or transactions acting on the bill:• The invoice must be after the Accounting Restriction Date.• If payments are applied to the invoice, the payments must first be removed. • If an invoice contains a partial or full write-down, the invoice can no longer be undone. • For Accrual systems: If the invoice is provisionally written off, then the provisional write-

off must first be reversed.

If any of these conditions exist, the Undo Bill feature displays a prompt stating the bill cannot be reversed. For the Invoice and Ledger tabs of the Register, the Remove button is not available.

Time entries, disbursement entries, additional invoicing, and payments to other invoices do not prevent invoices from being reversed.

Undo Bill/Undo Request Bill

The Undo Bill feature provides a dialogue window for removing an invoice.

The terms ‘Undo Bill’ and ‘Bill’ includes Undo Request Bill and Request Bill respectively. Undo Request Bill is available in PCLawPro and PCLawPro Enterprise only.

Reversing Bills in the RegisterBills can also be reversed in the Register, when viewing items from the Invoice or Ledger tab.

Pull-down menu: Billing > Undo Bill/Undo Request Bill

Quick Step: Billing > Undo Bill


Reversing a Bill in a Closed MonthBills with an A/R date in a month that is closed can be reversed without re-opening the month. Offsetting reverse entries are written in the closed month to reduce the Client Ledger and Billing (Fees) Journal while maintain the integrity of the closed month. Additional offsetting entries are posted on the first day of the first open month, to restore the work-in-progress to its pre-billing state.

The same conditions for undoing an invoice in an open month applies to undoing an invoice in a closed month.

Changing the Accounting Restriction DateAlthough it is not required to reopen the closed month, the Accounting Restriction Date needs to be adjusted to a date prior to the A/R date of the invoice. If the Accounting Restriction Date is not changed, you will receive the following prompt when attempting to undo a bill in a closed month:

It is advisable to switch the Accounting Restriction date back to the last day of the last closed month after reversing the invoice. The Accounting Restriction date is also reset automatically the next time a month is closed.

Undoing the BillUndoing a bill in a closed month can be performed the same way as undoing a bill in an open month, by using the Undo Bill feature or the Invoice or Ledger tab of the Register.

Accounting for the Reversed BillUndoing an invoice in a closed month creates adjusting entries for fees, disbursements and taxes if applicable.

Fees entered prior to the time of billing, time entries added at the time of billing, and disbursements require adjusting entries both in the closed month on the date of the original invoice, and in the first open month.

Fee adjustments added at the time of billing, and taxes if applicable require only a reversing entry on the first day of the first open month.

When creating a Client Ledger, Billing Fees Journal, General Ledger, or any other PCLaw report for the closed month in which the original invoice is posted, the invoice and its included fees and disbursements still appear as billed. To view the complete affects of the reversal, run the reports to include the first day of the first open month at the time the reversal occurred. This will include the subsequent adjusting entries.

Chapter Twelve 175

Chapter 12-2Recreating Bills

ContentsAbout Recreating BillsMain TabCommon Billing Tabs

About Recreating BillsRecreate bill provides a reproduction of bills that are already finalized in PCLaw. You can recreate one bill, a range of bills by date or invoice number, or bills for a particular lawyer. Bills can be recreated in their original state, or displaying modifications occurring in Change/Write Off Bill.

Main Tab

The Main tab contains the most widely used parameters for billing in PCLaw. It is the first tab to appear when selecting Recreate Bill from the pull-down menu or Quick Step.

Common Billing TabsAs with most billing features, Recreate Bill contains additional tabs. The Fees, Disbs, Rcpts, and Options tab are described in detail in Chapter 10-3 Common Billing Tabs.

Pull-down menu: Billing > Recreate Bill > Main tab

Quick Step: Billing > Recreate Bill > Main tab


Chapter 12-3Changing or Writing Off Bills

ContentsAbout Change/Write Off BillsChange/Write Off Bills

About Change/Write Off BillsUse Change/Write Off Bills to change the amount owing on a bill or to write off a bill that is uncollectable. Changes to bills appear on the Billing (Fees) Journal, Invoice Journal, Write Up/Down Journal, Client Ledger and Receivables Reports.

Change/Write Off Bill

Various rows and columns may or may not appear on the Change Bill window, depending on what options are enabled in System Settings.

On the Tax tab, if Charge Sales Tax on Fees is enabled, then the Sales Tax Fees row is available.

On the Tax tab, if Charge Sales Tax on Disb is enabled, then the Sales Tax (disb) row is available.

On the Tax tab, if Charge Goods and Sales Tax or Charge Value Added Tax is enabled, then the GST/VAT Fees and the GST/VAT Disbs rows are available.

On the Other tab, if Use G/L Accounting is enabled, then the G/L Account column is available.

Pull-down menu: Billing > Change/Write Off Bill > Main tab

Quick Step: Billing > Change/Write Off Bill > Main tab

Chapter Twelve 177

Chapter 12-4Provisionally Writing Off Bills

ContentsAbout Provisional Write OffsViewing Provisional Write Offs on the General LedgerProvisional Write Off BillReverse Provisional Write Off

About Provisional Write OffsProvisional write offs are available for the Accrual method of accounting only. The focus of provisional write offs is on the general ledger. The write-down affects the general ledger only, and not the Billings Fees or Write Up/Down Journal. GST Payable (2400) is decreased.

Viewing Provisional Write-Offs on the General LedgerA provisional write off affects the general ledger similar to a conventional write off. However, instead of the Accounts Receivables account (1200) being reduced, the provision is placed in an account created expressly for that purpose, Provisional Write Off (1201). G/L 1200 is not affected by a provisional write off.

A provisional write off can be reversed if the month, where the write down is posted, is open or closed. If the month is open and the same date is used, the provisional write off is removed from the general ledger. If the month is closed, PCLaw writes a reversing entry to an open month on the date specified in the Reverse Provisional Write Off window.

Provisional Write Off Bill

A provisional write off discounts the entire outstanding amount of an invoice. You cannot create a partial provisional write-off. If there are partial payments applied to the invoice, only the portion of the bill that is still outstanding appears under the Billed column.

Reversing Provisional Write-Offs

A provision for write off can be reversed at any time, whether the month when the write off was posted is open or closed.

If a payment is received for an invoice that is provisionally written off, the write off must be reversed before the payment can be entered. Even if the payment is for only a portion of the outstanding amount, the entire provision must be reversed.

Pull-down menu: Billing > Provisional Write Off Bill

Pull-down menu: Billing > Reverse Provisional Write Off


Chapter 12-5Editing Disk Images

ContentsAbout Editing Disk ImagesSystem Settings Selecting OutputEditing Disk Images

About Editing Disk ImagesPCLaw saves an image of a pre-bill, bill or recreated bill to your hard drive if you specify the Editor output option when you produce bills. The file name for bills is XXXX.RTF, where XXXX represents the invoice number, and the extension, RTF, represents Rich Text Format. The file name for pre-bills is SAMPLE.RTF unless you specify a different Disk File name.

To retrieve this image of the bill in your word processor and make changes to its appearance like any other word processing document, use Edit Disk Image. You can modify the invoice, print and save the document using your standard word processing features.

Changes made to the amounts on a bill are only reflected in the word processing document itself. Use Change/Write Off Bill to record any adjustments in PCLaw.

System Settings

The System Settings > Billing tab stores the default directory path for saving disk images. The maximum number of invoice images that PCLaw stores is set at 20. This means that when you save the 21st bill to the Editor, the 1st bill is removed automatically.

Selecting OutputTo save an image from any PCLaw Billing feature, select Editor on the Output area of the Selections window. If a bill was created without Editor being checked, use Recreate Bill to make a new image of the invoice. Select Editor when recreating the bill.

Editing Disk Images

The Edit Disk Image window lists all images currently saved in the Output Path folder. The word processor for the associated file type is displayed at the bottom of the window and in the right margin.To change the associated file type, consult your Windows documentation.

Pull-down menu: Options > System Settings > Billing tab

Quick Step: Utilities > System Settings > Billing tab

Pull-down menu: Billing > Edit Disk Image

Quick Step: Billing > Edit Disk Image

Chapter Twelve 179

Chapter 12-6Creating Past Due Notices

ContentsAbout Past Due NoticesPreparing Past Due Notice Settings for the FirmPreparing Past Due Notice Settings for the MatterPreparing Past Due Template SettingsCreating Past Due NoticesCreating Collection Memos

About Past Due NoticesPast Due notices provide a statement of account to send as a reminder to clients who have previously been billed and still have invoices outstanding. Past Due Notices can be created individually, or in mass to all clients fitting the selected criteria when the notices are created.

Phrasing on past due notices can be customized according to the age categories in which the original invoices fall. The age categories themselves can also be adjusted. Past Due Notices do not modify the Client Ledger, however reminder memos can be maintained for the client through Matter Manager.

Preparing Past Due Notices for the Firm

Firm defaults can be set in the Options area of the System Settings > Past Due tab.

Preparing Past Due Notices for the Matter

You can determine for individual matters whether to include them in mass creating past due notices, and the specific past due notice template that the matter will use.

Pull-down menu: Options > System Settings > Past Due tab

Quick Step: Utilities > System Settings > Past Due tab





Preparing Past Due Template Settings

Phrases created on the Past Due Notices tab of System Settings must be added to the Age Phrase token of a past due template to appear on the resulting notice. Each past due template can have its own unique phrases. Separate phrase tokens within a template can also contain unique phrases.

The default age categories of 30<,60<,90<,120<,>120 days can be accepted for any past due template, or special intervals can be assigned. Age categories can be unique for each template.

Creating Past Due NoticesA past due notice is a reminder sent to clients reaffirming they have an outstanding balance with your firm. Generating a past due notice does not change or write entries to the Client Ledger or Billing (Fees) journal. A notice can be created at any time interval for a client.

Tabs

The Common tab contains the most widely used parameters for past due notices It is the first tab to appear when selecting Past Due Notices from the Billing pull-down menu or Quick Step.

Past Due notices also contain Matter and Option tabs similar in function to other PCLaw tabs. For details, refer to Chapter 10-3 Common Billing tabs.

Creating Collection Memos

Memos regarding the collection of outstanding receivable balances can be kept for each matter. Collection memos are added and viewed through the Matter Manager > Summary tab and can be included on the Receivables by Client and List of Clients reports.

Pull-down menu: Tools > Template Editor

Quick Step: Utilities > Template Editor

Pull-down menu: Billing > Past Due Notices > Common tab

Quick Step: Billing > Past Due Notices > Common tab

Pull-down menu: File > Matter Manager > Summary tab

Quick Step: Matter Manager > Summary tab

Toolbar: > Summary tab

Chapter Twelve 181

Chapter 12-7Charging Interest

ContentsAbout Charging InterestEnabling Interest for the FirmSetting Interest for a Single MatterSetting Interest for Multiple MattersEnabling Interest for Existing InvoicesCalculating Interest

About Charging InterestPCLaw provides the ability to charge interest on outstanding accounts on a firm, matter, invoice, matter or time period basis. Although the Past Due module of PCLaw provides much more capabilities with regards to determining the manner that interest will be charged, users of PCLaw without Past Due Notices can still calculate interest on invoices.

Enabling Interest for the Firm

For PCLawPro, PCLawPro Enterprise, and PCLaw systems with the Past Due Notices module, interest defaults for the firm are set on the Past Due tab of System Settings.

For PCLaw and PCLaw Plus systems without the Past Due Notices module, interest defaults for the firm are set on the Interest tab of System Settings.

Setting Interest for Single Matters

Specific interest rate and interest settings can be assigned to individual matters on the Billing tab of Matter Manager. Refer to the interest area. These settings override selections in System Settings, and can themselves be overridden for individual invoices.

Pull-down menu: Options > System Settings > Past Due/Interest tab

Quick Step: Utilities > System Settings > Past Due/Interest tab





Setting Interest for Multiple Matters

Interest options can be assigned to a group of matters by client, responsible lawyer, or firm through Global Change - Matter. Refer to the Interest and Past Due areas on the Billing tab.

Enabling Interest for Existing Invoices

Interest can be set or changed for previously created invoices.

Interest is calculated on all existing A/R balances for invoices that meet the requirements set out in the Change Interest on Invoices window. Interest should always be entered as an annual rate. If you are using a monthly rate, multiply that rate by 12.

Calculating InterestThe complexity of the interest calculation is dependant on whether Past Due Notices is used. Past Due Notices is included with PCLawPro and PCLawPro Enterprise and is an optional module for PCLaw and PCLaw+.

What Affects InterestThis example is an illustration of how basic interest calculates in PCLawPro and PCLaw both with and without Past Due Notices. The different options of Past Due Notices have that effect interest calculations are:• the interest start date• the length of the grace period• Use Rate Table for interest rate changes and effective rates• compound frequency.

Pull-down menu: File > Matter Manager > Global Change

Pull-down menu: Billing > Change Interest on Bills

Chapter Twelve 183

Chapter 12-8Creating Settlement Statements

ContentsAbout Creating Settlement StatementsMain TabCommon Billing Tabs

About Creating Settlement StatementsSettlement Statements provide a statement of account for a matter. The statement is often produced at the end of a contingency case to indicate both the time and costs recorded for the matter. Create a settlement statement to display both billed and unbilled charges for a matter or client without affecting the Client Ledger.

Main Tab

The Main tab contains the most widely used parameters for pre-billing and creating settlement statements in PCLaw. It is the first tab to appear when selecting (Create) Pre-bill or Settlement Statement from the pull-down menu or Quick Step.

Common Billing TabsAs with most billing features, Settlement Statements contains additional tabs. The Fees, Disbs, Rcpts, Trust, and Options tab are described in detail in Chapter 10-3 Common Billing Tabs.

Pull-down menu: Billing > Settlement Statement > Main tab


Chapter 12-9Marking Off-Setting A/R as Paid

ContentsAbout Mark Off-Setting A/R as PaidMarking Off-Setting A/R as Paid

About Marking Off-Setting A/R as PaidOccasionally Client Ledgers end up with positive and negative invoices of the same amount. Even though the total Accounts Receivable for the matter may be zero, these invoices remain unpaid and, consequently, you are not permitted to close the matter.

In previous versions of PCLaw, you would have to enter a payment on the positive invoice and then a negative payment on the negative invoice to show that the bills were paid before attempting to close the matter. Mark Offsetting A/R as Paid automatically searches for matching unpaid positive and negative invoices and marks them both paid for you.

For example, a client has the following unpaid invoices:• #52384 $1500.00• #53927 $-1500.00

Instead of entering a positive payment on invoice 52384 and a negative payment on invoice 53927, use the Mark Offsetting A/R as Paid feature to mark both these invoices as paid.

Even though the invoices are marked as paid, payment entries do not appear on the General Bank Journal because they did not actually occur.

Marking Off-Setting A/R as PaidRun this tool for all matters, all matters for a particular client, or only one matter. You must specify the payment date to use when marking the invoices as paid.

Chapter Twelve 185

Chapter 12-10Post-Billing Reports

ContentsAbout Post-Billing ReportsWrite-Up Down JournalReceivables by Client ReportReceivables by LawyerPayment Allocation ListingCollection SummaryLawyer WIP, Billing, & Collection SummaryClient WIP, Billing, & Collection Summary

About Post-Billing Reports PCLaw provides multiple reports for displaying accounts receivable in PCLaw. From the Write Up/Down Journal to receivable reports such as the Receivables by Client and Receivables by Lawyer. Collection summaries breakdown by lawyer, client, and month.

Write Up/Down JournalThe Write Up/Down Journal displays changes to invoices that occur after the time of billing. Each write-down is listed separately. Included for each record are the invoice amounts prior to the write down, the write down value, and the new invoice totals. The write down is further separated into lawyer fee allocations, disbursements and taxes.

Receivables by Client ReportThe Receivables by Client report lists aged receivables by client for collection follow-up. Client information is provided, with invoices grouped by matter. The original invoice amount is displayed, along with the current aged outstanding balance, and interest due. The date and amount of the last receipt is included with any interest paid on that receipt.

Receivables by Lawyer ReportThe Receivables by Lawyer report summarizes lawyers’ billings into billed, paid, aging, and total outstanding categories. Billed amounts are sub-divided into fees, disbursements and taxes. The lawyers’ A/R totals are also shown as a percentage of the total firm A/R.

Payment Allocation ListingThe Payment Allocation Listing displays in payments applied to client invoices in date order. The payments show the allocation split between individual lawyer fees, disbursements and taxes. The report can be created for fee credit, responsible, client introducing lawyers, and for type of law.


Collection SummaryThe Collection Summary provides a monthly analysis of billing by fee credit lawyer. Payments received during the same period are compiled, including fee, disbursement, and tax allocations. A monthly accounts receivable balance is provided for each lawyer.

Lawyer WIP, Billing & Collection SummaryFor PCLawPro and PCLawPro Enterprise.

The Lawyer WIP, Billing, & Collection Summary provides a summary by fee collecting lawyer of billable time worked and the amount actually billed. Also displayed is the value of the billed work that was either collected or written off.

Client WIP, Billing, & Collection SummaryFor PCLawPro and PCLawPro Enterprise.

The Client WIP, Billing, & Collection Summary provides a summary by matter and client of unbilled and billed time and disbursements, including the billing collected and written off.

Chapter Twelve 187

13Custom Billing

Electronic Billing Formats .........................................190

Working With Custom Tabs ......................................192

Chapter Thirteen 189

Chapter 13-1Electronic Billing Formats

ContentsAbout Electronic BillingCompleting Custom Tab InformationPreparing TimekeepersPreparing Task CodesPreparing MattersAdding ExpensesAdding TimeCreating Invoices

About Electronic BillingUsing the Electronic Billing module, you can create bills using the formats required for Examen, Ledes, Litigation Advisor, Nationwide, PWC, Tymetrix and many others. Custom tabs and templates are available for multiple formats. Prepare your PCLaw timekeepers, task codes, matters to meet the requirements of the format you are using. When processing invoices, PCLaw simultaneously creates both conventional and electronic versions of the invoice. Save the hard copy for your records. The Electronic invoice can be sent to its destination automatically.

Bills are saved in the form of an ASCII file, the format required for most electronic billing systems. Bills can be copied to diskette or mailed electronically.

Completing Custom Tab InformationPCLaw provides a pre-designed custom tab for most electronic billing formats. The custom tab(s) can be added automatically to all matters, or only to matters belonging to an assigned type of law. Changes to tab fields are not recommended as the fields are configured to meet the specified requirements of the company or industry. The custom tab itself can be set to be included automatically with any matter, client, contact, or type of law.

Preparing TimekeepersAdditional information is required for each timekeeper using Electronic Billing if one of the following layouts are specified. Skip this section if you are using one of the other formats. Use the Special Fields tab of Lawyers and Rates.• Examen• Ledes• Price Waterhouse Coopers (PWC/Peer)• Tymetrix• Popular


Preparing Task CodesMost electronic bills require the use of UTBMS task codes. These codes are supplied by the electronic billing client. If these codes do not already exist in PCLaw, they need to be added. Use the Task Code feature to add or modify task codes.

Preparing MattersIf a custom tab is not automatically added to PCLaw upon the creating on the matter, client, or contact, according to the custom tab settings, it can be added through Matter Manager. Use the Add Tabs tab to search and add your tab to the matter, client, or contact.

Adding ExpensesWhen adding expense entries through General Check, Expense Recovery, or Accounts Payable, select the explanation code best describing the entry. Explanation codes may start with a specific letter, for example, E. Consult your electronic billing documentation for the proper list of explanation codes to use.

Click the m button to the right of the Amount box. and fill in the Quantity x Rate window for each expense entry.

If the m button is not available, Quantity x Rate must be enabled on the System Settings > Data Entry tab. Quantity x Rate can also be set as a default setting for specific explanation codes. Use the Explanation Codes feature to customize explanation codes.

Adding TimeWhen entering time entries on the Time Sheet, select the task and explanation codes best describing the entry. Task Codes may start with a specific letter, for example, L. Explanation codes may start with a specific letter, for example, A. Consult your electronic billing documentation for the proper list of task and explanation codes to use.

Creating InvoicesWhen creating invoices, select one of Editor or E-mail for the output, as well as one of Screen or Printer. The invoice is saved as a file ###.edi where ### represents the invoice number.

PCLaw creates two copies of the bill. A printable copy uses the template selected on the Matter Manager > Billing tab. Save this copy for your own records. The template selected on the custom tab in Matter Manager creates an electronic image to be sent to the billing party.


Chapter 13-2Working With Custom Tabs

ContentsAbout Custom TabsWorking With Custom TabsCreating and Changing Custom LayoutsAdding Custom Tabs to Matter, Client, and Contact ManagerCreating New MattersAdding Custom Tab Tokens to Templates

About Custom TabsMatters, clients, and contacts can be customized to meet the special requirements of the firm. Use the Custom tabs feature to create individualized tabs that can be added on a matter by matter basis or automatically for new matters. Include any field added to a Custom tab into a Miscellaneous section of a billing template.

Working With Custom Tabs

Custom layout can be imported, created, modified, or removed using Custom Tabs. Changes made to a custom layout appears on the custom tab in Matter, Client, or Contact Manager.

With the Electronic Billing module, PCLaw provides multiple electronic billing layouts. You cannot remove layouts that are currently active for matters, clients, and contacts.

Creating and Changing Custom Layouts

You can create a custom layout to suit the specific requirements of your firm. Choose the fields to appear on the tab, arrange them in a preferred sequence, and flag a field as being mandatory when adding the tab to a matter, client or contact.

If an associated template is assigned, as with the case in electronic billing, you are able to create an invoice with output to both the screen or printer and to the editor or e-mail. The invoice generates using the default template specified on the Billing tab for the screen or printer output. A second invoice generates automatically using the associated template specified on the Custom tab for the editor or e-mail output. This allows the firm to review and keep a copy of the invoice in a readable format while submitting a copy of the invoice in electronic format to the appropriate client.

Pull-down menu: Options > Custom Tabs

Pull-down menus: Options > Custom Tabs > Add button

Options > Custom Tabs > Change button


Adding Custom Tabs to the Matter, Client or Contact ManagerIf a custom tab is not automatically added to a matter, client, or contact then the tab can be added manually.

Use the Add Tabs tab available in Matter Manager, Client Manager, or Contact Manager.

• If you want to add a tab to a matter, use the Matter Manager.• For PCLawPro and PCLawPro Enterprise: If you want to add a tab to a client, use the

Client Manager.• If you want to add a tab to a contact, use the Contact Manager.

Creating New MattersA Custom tab appears in New Matter, New Client, or New Contact if two conditions are present:• Add This Tab by Default For Matters or Add This Tab by Default for Clients must be

selected on the Custom Tab Layout window for one or more custom tabs.• One or more of the custom tab fields must be marked as a required field.

The Custom tab appearing in New Matter, New Client, or New Contact comprises only the required fields of all the custom or electronic billing tabs enabled to default to the matter or client. The complete custom or electronic billing tab appears in Matter Manager. All non-required fields do not appear in New Matter, New Client, or New Contact and must be added in Matter Manager, Client Manager, or Contact Manager respectively.

If a custom tab does not contain required fields, none of the contents of the tab appear in the New Matter window when creating a matter. All fields for that tab must be completed in Matter Manager.

Adding Custom Tab Tokens to a TemplateInformation from custom tab fields can be added to a billing template in the listed sections:• Miscellaneous• miscellaneous (fees)• miscellaneous (disbursements)• miscellaneous (payments)• miscellaneous (trust)

Adding a custom tab token uses the same process as adding any other element to a template.


14Accounts Payable

Creating New Payables .............................................196

Working with Open Payables ...................................197

Processing Payables .................................................198

Accounts Payable Reports .......................................200

Chapter Fourteen 195

Chapter 14-1Creating New Payables

ContentsAbout New PayablesCreating New Payables

About New PayablesUse New Payable to add new accounts payable (A/P) invoices. Invoices received from suppliers are entered as payables. Costs can be allocated to matters.

A/P invoices appear on the Purchases Journal, Payable Listing and, if client-related, on the Client Ledger and Client Costs Journal.

To correct or remove an A/P invoice, use the A/P tab of the Register.

Creating New Payables

The New Payable window can be divided into two areas: • the Invoice area (top) contains general information about the invoice.• the Allocation area (bottom) contains information about how the invoice is allocated to

matters and the general ledger.

The sum of allocations in the Allocation area must equal the value of the invoice. If firms collect GST, the sum of allocations must equal the value of the invoice less GST.

Pull-down menu: Data Entry > Accounts Payable > New Payable

Quick Step: Accounts Payable > New Payable


Chapter 14-2Working with Open Payables

ContentsAbout Open PayablesSelecting Payables to OpenChanging Open PayablesUsing the Register A/P Tab

About Open PayablesUse Open Payable to view, change, or remove an Accounts Payable (A/P) invoice.

A/P invoices appear on the Purchases Journal, Payable Listing and, if client-related, on the Client Ledger and Client Costs Journal.

You can also change an A/P invoices with the A/P tab of the Register

Selecting Payables to Open

When opening or paying existing payables, you can narrow the search criteria by vendor, invoice number, invoice date, due date, and payment status.

Changing Open PayablesThe Open Payable feature lets you view invoices belonging to a specific vendor within a specified date range. Payable information cannot be changed if:• the invoice is paid in whole or in part• a portion of the payable is allocated to a matter, and that cost is billed• the date of the payable is within a closed month.

Using the Register A/P TabUse the Register > A/P tab to list invoices for all vendors or restrict the list to invoices belonging to a specific vendor within a specified date range. View, change, or remove invoices as required.

Pull-down menu: Data Entry > Accounts Payable > Open Payable

Quick Step: Accounts Payable > Open Payable


Chapter 14-3Processing Payables

ContentsAbout Processing PayablesProcessing Single VendorsProcessing Multiple VendorsProcessing Single Payables through General Check

About Processing PayablesUse Process Payables to pay Accounts Payable (A/P) invoices. A payable can be paid using the Process Payable for single or multiple vendors, or you can pay a single invoice using General Check features.

A/P payments appear on the General Bank Journal, Payment Listing, and Payable Listing.

To change an A/P payment, use the A/P tab of the Register.

Processing Single Vendors

When selecting a vendor in the Payable Selection Criteria window, you are taken immediately to the Process Payables window with details for the vendor filled in and all selected invoices listed.

In order to apply a discount to a payable, the invoice must be paid in full.

Processing Multiple Vendors

When selecting a vendor in the Payable Selection Criteria window, you are taken immediately to the Multi Vendor Invoices Process window with details for the vendor filled in and all selected invoices listed.

By default, PCLaw allows 24 payables on one check unless Allow More Than 24 Inv/Chk is selected on the Data Entry tab of System Settings.

Pull-down menu: Data Entry > Accounts Payable > Process Payable

Quick Step: Accounts Payable > Process Payable

Pull-down menu: Data Entry > Accounts Payable > Process Payable

Quick Step: Accounts Payable > Process Payable


Processing Single Invoices Through General CheckA payable can be paid by general check providing there is no discount to apply. If a payable is eligible for a discount, it must be paid through Process Payables.

For firms using 1099 reporting, it is vital to use the exact spelling for a vendor’s name. This is achieved by enabling Show Vendors in Paid To - Pop Up Help, on the System Settings > Other tab.

When you next open the Pop Up Help in the Paid To box of the General Check, vendors are included along with explanation codes.


Chapter 14-4Accounts Payable Reports

ContentsAbout Accounts Payable ReportsPurchases JournalPayable ListingPayment ListingAllocation ListingDiscount ListingVendor ListingVendor Report1099 Listing

About Accounts Payable Reports PCLaw provides multiple reports for displaying accounts payable in PCLaw. From the Purchases Journal to specialized Payable, Payment, Allocation, and Discount Listings. The Vendor Ledger and Vendor Listing report on a vendor basis.

Purchases Journal The Purchases Journal lists invoices created through Accounts Payable. The report provides vendor information, groups invoices by vendor, and lists matters to which costs are allocated. G/L account allocations are shown, although only Accrual systems post to the G/L when a payable is created. Separate values are given for allocation, invoice, and vendor totals.

Payable Listing The Payable Listing displays outstanding payables by due date. The original amount of the invoice is provided along with any payments and discounts. Invoices can be aged by due date, invoice date, or by time overdue. Paid invoices can be included on the report.

Payment Listing The Payment Listing displays payments applied to outstanding payables by due date. Payments are grouped by vendor and sorted by Invoice date. The report provides the G/L allocation the amount of the original invoice, the payment amount, and whether any discount was realized.

Allocation Listing The Allocation Listing displays costs allocated to matters through the Accounts Payable feature. Invoices are grouped by vendor and can be sorted by matter or invoice number. The report displays the original amount of the invoice, payments applied to the invoice and any discount realized. Allocations to matters and the matter’s GST category are shown. The Summary by Responsible Lawyer separates billed and unbilled allocations by lawyer.


Discount ListingThe Discount Listing displays accounts payable invoices where discounts are available. Included are the percentage and dollar amount of the unrealized discount. Once a discount period has elapsed, or an invoice is paid and the discount realized, that invoice no longer appears on the Discount Listing.

Vendor Ledger The Vendor Ledger lists invoices created through the Accounts Payable feature, payments, and discounts realized on the invoices. Use the Vendor Ledger to show A/P activity for a specific vendor or period

Vendor Listing The Vendor Listing provides all non-accounting information for the vendor, including vendor name, address, phone and fax numbers, and e-mail address. The report also displays default invoice terms, posting reference, explanation and GST category, if applicable.

1099 Listing For firms in the United States only.

The 1099 Listing provides vendors and amounts paid to vendors that exceed a specified threshold amount. The listing provides required information in order to prepare for the year end 1099 reporting.


15Customizing Reports

Customizing PCLaw Reports ...................................204

Custom Reports .........................................................206

Creating Audit Trail Reports .....................................210

Chapter Fifteen 203

Chapter 15-1Customizing PCLaw Reports

ContentsAbout Customizable ReportsCustomizing ReportsCustom Report Layout Window

About Customizable ReportsSelected reports in PCLaw can be customized to meet the needs of your firm. The Customizable report feature, on the Common tab of the report selection window lets you choose the columns that appear on the report and the order that they appear. Columns can be individualized in terms of width, font type and size, alignment, color and width. The layout can be saved under a unique name, allowing multiple layouts to be used for any report.

Because of each report’s unique data fields, layouts are specific to the report where they have been added and cannot be transferred to other customizable reports.

Once completed, you can choose to make the layout your default layout to be used when producing the report. If you do not assign your layout as the default for the report, you can still select it at any time when producing the report. Customizable layouts can be changed at any time, or removed when they are no longer required.

Customizable Reports are currently available for the General Bank Journal, Trust Bank Journal, Billing (Fees) Journal, and Invoice Journal.

Customizing ReportsThe Layout area displays on the Common tab of any customizable report. Use this option to select a layout when producing the report. New layouts can also be created. Existing layouts can be modified or removed.

The font size directly affects the amount of information the report can contain.


Custom Report Layout WindowUse this window to create or change a customizable report layout.

Each field moved to the Selected box appears in the layout view. Columns appear in descending order as they are listed in the Selected box. If more columns are selected than there is horizontal width on the report, PCLaw automatically creates a second row of information below the first.

Lines appear in the format that they are used on the report. For example, a date field displays an eight digit date. Explanation fields display text1, text 2, text 3. Numeric fields displays numbers.

For fields that contain multiple rows of information, all secondary lines contain the word Repeat to indicate it is a continuation of the primary line. Each new row of primary information is alternatively shaded.

All available fields specific to the current customizable report are listed in the Available box. Formulas and customizable fields cannot be added to a customizable report. Use the Add and Remove arrows to add fields to the reports. Columns appear on the final report in the order that they are added to the Selected box.

The appearance of each column can be customized to best meet the needs of the report.

Chapter Fifteen 205

Chapter 15-2Custom Reports

ContentsAbout Custom ReportsAdding/Changing Custom ReportsCustom Report Layout WindowCustom Report - Report Columns WindowAdd/Change Data Fields WindowFormula Definition WindowSummary Totals WindowCustom Reports - Common TabCustom Reports - Advanced Tab

About Custom ReportsCustom Reports provides the ability to create customized reports summarized by lawyer, client, task code, type of law or department. Work-in-progress, A/R, collection, trust, and budgeting values can be added to the layout and formulas can be defined based on available data.

A report is created in sections. First the layout of the report is determined. Data fields are added to the report and the respective columns arranged. Formulas can be created based on the available data fields. Columns determine how the data is presented on the report. Up to 4 summary sections may be added to the report.

Each window in the custom report creation process has a Next button to take you to the next sequential step for building the report. If you wish to return to any window to make modifications, click the Back button.

Adding/Changing Custom Reports

The Custom Reports window lists all existing custom reports. From this window, you can add new custom reports, modify or remove existing reports, e-mail existing layouts, or produce a custom report.

A custom report layout is saved as a file with extension .XML file in the Statdata directory. A layout created in PCLawPro is available to all workstations connected to that set of books. To add an existing layout to another PCLawPro system, copy the layout into the Statdata directory for that set of books. Use the E-mail Layout option as a short cut.

Pull-down menu: Reports > Productivity > Custom Reports


Custom Report Layout Window

Opening the Custom Report feature for the first time, the Custom Reports window is blank as a report has yet to be created.

The report layout name cannot contain any spaces or characters such as a back slash, operands, or punctuation.

The report can be grouped by:

Custom Report - Report Columns Window

The top box in the Custom Report - Report Columns window displays the report title and column headings for the primary and secondary groupings. From this window, data fields that eventually will comprise the informational columns of the report can be added.

Each data field added to the custom report is displayed on the Report Columns window. An overall view of the report is available in the top area of the window, showing the report title, groupings, and column headings. The fields are listed in order of creation in the bottom left of the window. The fields or columns can be sorted in the order you want them to appear on the report. Specific details of a data field can also be changed

Moving a data field up or down on the list is equivalent to changing the position of the associated column to the right on the generated report.

Pull-down menu: Reports > Productivity > Custom Reports > Add/Change

Resp Lawyer Major Client

Assigned Lawyer Client

Client Intro Lawyer Matter

Lawyer Task Code

Type of Law Department.

Pull-down menu: Reports > Productivity > Custom Reports > Add/Change > Next

Chapter Fifteen 207

Add/Change Data Fields Window

Use this window to add data fields on a custom report or make changes to adjusting fields. Use data fields provided by PCLaw or define your own formula.

The order in which each column of data appears on the report can be arranged in the Custom Report - Report Column window.

Date parameters are specific to the field only. Data fields for the same report can have separate date parameter formats.

Formula Definition Window

Additional data fields to those supplied by PCLaw can be created by combining existing data fields and creating a formula. A formula is added in the same manner as other data fields on your custom report, except that you determine what information is contained in that field.

Summary Totals

A custom report can have a maximum of 4 and a minimum of 0 summary sections. Summary sections are determined by the primary and secondary report groupings. If a secondary grouping is not included in the report, then the report can only produce 2 summary sections.

Custom reports can only be create using through Custom Reports. User rights cannot be assigned rights only to specific data fields within custom reports. A user who is given rights to custom reports but is restricted in other areas of PCLaw, such as trust, will have access to trust summary information created through Custom Reports, although individual entries will not be available to that user.

Pull-down menu: ... > Custom Reports > ... > Report Columns > Add/Change

Pull-down menu: ... > Custom Reports > ... > Add/Change Data Fields > Add/Change

Pull-down menu: ... > Custom Reports > ... > Summary Totals


Custom Reports - Common Tab

Creating custom reports is similar to running standard reports in PCLaw. The Common tab contains the most widely used options for custom reports.

Start Date and End Date boxes are only available when at least one data field has Report Period selected as a Date option.

The Start of Year box is only available when at least one data field has YTD selected as a Date option.

The Report Month box is only available when at least one data field has MTD selected as a Date option. If at least one data field has Up To End Date selected, Start Date box will be greyed out, and only the End Date box is available, providing another data field does not have Report Period selected for the date option.

The Age From box is only available when at least one A/R data field is included on the report.

Custom Reports - Advanced Tab

Creating custom reports is similar to running standard reports in PCLaw. The advanced tab contains additional selections for producing custom reports.

Depending on the data fields contained on the custom report, not all options found under the Advanced tab may be relevant for running a particular report.

Pull-down menu: Reports > Productivity > Custom Reports > Run > Common Tab

Pull-down menu: Reports > Productivity > Custom Reports > Run > Advanced Tab

Chapter Fifteen 209

Chapter 15-3Creating Audit Trail Reports

Contents About Audit Trail ReportsCreating Audit Trail Reports

About Audit Trail ReportsUse Audit Trail reports to print a composite register of all entries made, including correcting entries, since the last time the report was issued. You can sort the entries in order by entry number or date. The report is grouped by source Journals. The report can include all transactions since the last report, in a specific month, or a specific period

The Audit Trail feature produces the following reports:• Time Listing• General Bank Journal• Trust Bank Journal• Client Costs Journal• Billing (Fees)• General Journal• Purchases Journal

Creating Audit Trail Reports

Use Audit Trail reports daily to produce a paper record of entries made into PCLaw by the firm or by a particular user. Use Audit Trail reports monthly to produce a paper record of entries made into PCLaw.

Pull-down menu: Reports > Audit Trail


16PCLaw Settings

System Settings .........................................................212

Workstation Settings .................................................218

Connection Settings ..................................................220

Setting Terminology ..................................................221

Working With Codes, Rates, Types, and Accounts 222

Chapter Sixteen 211

Chapter 16-1System Settings

ContentsAbout System SettingsFirm Tab Other Tab Data Entry Tab Banking Tab Tax Tab Matter Tab Billing Tab Past Due Tab Interest TabProvincial TabMemorized Transactions Tab Check Pattern Tab Front Office Tab Research Tab

About System SettingsSet the default values for many of the boxes you will complete as you work with PCLaw by making choices in System Settings. Choosing defaults that reflect the way you do business will save you time and energy as you use PCLaw for routine operations.

In most cases you can override the default settings for specific requirements. For example, you can set the “City” default to the city where most of your clients reside, then override it for clients who come from another city. Some system settings can only be changed in the System Settings feature, such as Restrict Negative Trust Balances. For these settings, you must change the System Settings in order to apply a new default to the area of PCLaw to which they apply.

Some System Settings were determined when you prepared your set of books, but can be overridden here if necessary.

Firm Tab

The Firm tab stores name, address, and identification numbers for the firm.

Pull-down menu: Options > System Settings > Firm Tab

Quick Step: Utilities > System Settings > Firm Tab


The Firm Name box contains the name of the firm. Changing the name requires a registration code from PCLaw technical support.

Other Tab

The Other tab sets different accounting and display settings for PCLaw.

Use Track G/L Revenue to set whether income is displayed on financial statements using lawyer fee accounts or department income accounts. This option is not retroactive. Only income affected from this point forward is affected.

Changing this setting repeatedly over a period of time is not recommended.

Data Entry Tab

The Data Entry tab determines the default settings for data entry into PCLaw. Respective settings apply to time, expense, accounts payable, trust, and receive payments.

Banking Tab

The Banking tab controls the defaults for both the general and trust bank accounts. Settings for the printing of checks can be set. For firms using Deposit Slips or MICR fonts, those features can be enabled on this tab.

Canadian firms should select Ask for Originating Bank to track funds for the Money Laundering Act.

Tax Tab

The default tax settings for a set of books are created when the books are initialized. On the Firm Address and Phone Numbers window, you are asked to select a jurisdiction. In the Taxes windows, the default tax settings for that particular jurisdiction is selected. You can accept the default settings or make an adjustment. These parameters are located in System Settings after the books are created.

Pull-down menu: Options > System Settings > Other Tab

Quick Step: Utilities > System Settings > Other Tab

Pull-down menu: Options > System Settings > Data Entry Tab

Quick Step: Utilities > System Settings > Data Entry Tab

Pull-down menu: Options > System Settings > Banking Tab

Quick Step: Utilities > System Settings > Banking Tab

Pull-down menu: Options > System Settings > Tax Tab

Quick Step: Utilities > System Settings > Tax Tab

Chapter Sixteen 213

The defaults in System Settings are assigned to each New Matter as it is created. Any changes made in System Settings do not affect pre-existing matters.

Matter Tab

The Matter tab enables selected matter defaults, effecting only matters created after the default is set. Settings affects for pre-existing matters are not affected. Changing settings for pre-existing matters must be performed individually through Matter Manager, or for multiple matters through Global Change - Matter.

The New Matter Settings feature allows you to select the fields that appear on the New Matter window. Available fields are taken from the Main and Billing tab of Matter Manager. If a field from the Matter Manager > Billing tab is moved to the Shown window, a corresponding Billing tab appears on the New Matter window. If no fields from the Matter Manager > Billing tab are moved to the Shown window, the New Matter window will display only a Matter tab. Although a field may not appear on the New Matter window, it is still present on the respective Main or Billing tab of Matter Manager.

The New Matter Settings feature allows you to select the fields that appear on the New Matter window. Available fields are taken from the Main and Billing tab of Matter Manager.

If a field from the Matter Manager > Billing tab is moved to the Shown window, a corresponding Billing tab appears on the New Matter window. If no fields from the Matter Manager > Billing tab are moved to the Shown window, the New Matter window will display only a Matter tab. Although a field may not appear on the New Matter window, it is still present on the respective Main or Billing tab of Matter Manager.

Fields marked with an asterisk are mandatory fields and must appear on the New Matter window. These fields cannot be hidden.

Click the Add button to move the selected item from the Hidden to the Shown list.

Click the Remove button to move the selected item from the Shown to the Hidden list.

Billing Tab

System Settings affect all billing, regardless of selections for individual matters. The selections for individual and mass billings can be overridden during the billing process, from the Options tab of Create Pre-Bill, Create Bill, Request Bill, or Settlement Statement.

Pull-down menu: Options > System Settings > Matter Tab

Quick Step: Utilities > System Settings > Matter Tab

Pull-down menu: Options > System Settings > Billing Tab

Quick Step: Utilities > System Settings > Billing Tab


Past Due Tab

The Past Due tab provides defaults for setting interest in PCLaw and for customizing past due notices.

System Settings allows for interest criteria to be set for matters created from this period forward. Previously existing A/R balances are not affected by changes on the Past Due tab, nor are new invoices created for pre-existing matters.

Deselecting Calculate Interest on Invoices in System Settings overrides individual matter and invoice settings. So although Apply Interest may be selected on the Billing tab of Matter Manager, interest is not calculated.

The Rate Table allows you to schedule rate adjustments according to date. For example, if a law firm wishes to set its interest rate to prime plus 2 %, it would use the Rate Table to set the rate and the date it becomes effective. It should be noted that the first entry 01/01/82 is the rate to use for any invoice with a date prior to the first entry.

Setting an effective date for an interest rate does not affect prior invoices, even if the date extends before the A/R date on the invoice. A newly created invoice first checks the interest settings on the Matter Manager > Billing tab.

If Use Default Rate is selected on the tab, the invoice is then created charging the interest specified under System Settings.

If a Specific rate is selected for that matter, any adjustment in the Rate Table does not affect the matter.

Interest Tab

The Interest tab provides defaults for basic interest settings in PCLaw. System Settings allows for interest criteria to be set for matters created from this period forward. Previously existing A/R balances are not affected by changes on the Interest tab, nor are new invoices created for pre-existing matters.

Deselecting Calculate Interest on Invoices in System Settings overrides individual matter and invoice settings. So although Apply Interest may be selected on the Billing tab of Matter Manager, interest is not calculated.

Pull-down menu: Options > System Settings > Past Due Tab

Quick Step: Utilities > System Settings > Past Due Tab

Pull-down menu: Options > System Settings > Interest Tab

Quick Step: Utilities > System Settings > Interest Tab

Chapter Sixteen 215

Provincial Tab

For firms in Canada only, the Provincial tab enables defaults to meet specific provincial or law society procedures. Use the Provincial tab to select transaction levy settings for Ontario and Newfoundland, special fees for Alberta, and ICBC and TAF settings for British Columbia.

Memorized Transactions Tab

The Memorized Transactions tab sets fields to memorize from previous transactions After the first three characters are typed in the To or From boxes of general checks, general receipts, trust checks, trust receipts, or accounts payables, the fields selected on this tab are filled automatically.

Check Pattern Tab

The Check Pattern tab sets the foreground and background color checks and receipts, as well as check design. Separate designs can be saved for general checks, general receipts, trust checks, and trust receipts.

Front Office Tab

The Front Office tab allows you to enable the PCLaw Front Office modules of Calendar, Phone Call Manager, and Document Manager. Additional Document Manager settings enables you to set default directories for blank letterhead and fax cover pages. Separate pages can be set for Client Manager/Matter Manager and for Contact Manager.

The Calendar becomes available on Quick Step and the File pull-down menu.Calendar features and reports become available on other PCLaw pull-down menus. Calendar tabs become available in Matter Manager and Contact Manager.

Phone Call Manager becomes available on Quick Step and the File pull-down menu. Phone Call features are included on other PCLaw pull-down menus, features, and reports. Calls tabs become available in Matter Manager and Contact Manager.

Pull-down menu: Options > System Settings > Provincial Tab

Quick Step: Utilities > System Settings > Provincial Tab

Pull-down menu: Options > System Settings > Memorized Transactions Tab

Quick Step: Utilities > System Settings > Memorized Transactions Tab

Pull-down menu: Options > System Settings > Check Pattern Tab

Quick Step: Utilities > System Settings > Check Pattern Tab

Pull-down menu: Options > System Settings > Front Office Tab

Quick Step: Utilities > System Settings > Front Office Tab


Document Manger becomes available on Quick Step and the File pull-down menu. Document features and reports are included on other PCLaw pull-down menus. Document tabs become available in Matter Manager and Contact Manager.

For network installations of PCLaw, it is recommended to use a UNC path instead of a drive mapping.

The Document Path box is not available after the path is set and saved.

The Legacy Document Path box is not available after the path is set and saved.

Research Tab

In order to access the Lexis.com or LexisNexis Quicklaw research website, you must have a subscription to their systems. The Activate LexisNexis Research check box must be enabled to use the PCLaw Research features.

You are redirected to the Lexis.com or LexisNexis Quicklaw research databases. You will be prompted to log in to their databases. If you do not log in, you will not be able to add any sources. Consult your subscription documentation for procedures and instructions on how to access and use their systems.

Pull-down menu: Options > System Settings > Research Tab

Quick Step: Utilities > System Settings > Research Tab

Chapter Sixteen 217

Chapter 16-2Workstation Settings

ContentsAbout Workstation SettingsData Entry Tab Calendar Tab Other Tab Color TabDocument Tab Research Tab

About Workstation SettingsYou can define defaults for a particular workstation using Workstation Settings. Here you can customize PCLaw for an individual’s needs. Changes made using this feature do not affect other PCLaw systems on a network.

Data Entry Tab

The Data Entry tab controls how data is entered for the individual workstations.

Calendar Tab

The Calendar tab controls how data is entered for the individual workstations.

Other Tab

The Other tab controls various settings for personalizing the workstation, from terminology to reporting to performing a backup when closing PCLaw.

A larger font size impedes how information fits onto a report.

Pull-down menu: Options > Workstation Settings > Data Entry Tab

Quick Step: Utilities > Workstation Settings > Data Entry Tab

Pull-down menu: Options > Workstation Settings > Calendar Tab

Quick Step: Utilities > Workstation Settings > Calendar Tab

Pull-down menu: Options > Workstation Settings > Other Tab

Quick Step: Utilities > Workstation Settings > Other Tab


Color Tab

The Color tab sets the background colors for the Calendar and Manager modules. Each module can be assigned a unique color.

Document Tab

The Document tab sets the how the PCLaw indexer runs on the workstation.

Research Tab

The Research tab sets the how research resources are available and configured on the workstation.

Pull-down menu: Options > Workstation Settings > Color Tab

Quick Step: Utilities > Workstation Settings > Color Tab

Pull-down menu: Options > Workstation Settings > Document Tab

Quick Step: Utilities > Workstation Settings > Document Tab

Pull-down menu: Options > Workstation Settings > Research Tab

Quick Step: Utilities > Workstation Settings > Research Tab

Chapter Sixteen 219

Chapter 16-3Connection Settings

ContentsAbout Connection SettingsConnection Settings Tab Outlook Tab Internet Explorer Tab

About Connection SettingsIf you are connecting PCLaw with Windows Explorer, Internet Explorer, Microsoft Word, Microsoft Excel, Microsoft Powerpoint, Microsoft Outlook, or Corel WordPerfect use the Connection Settings feature to control these connections

Connection Settings Tab

The Connection Settings tab enables connection settings for the set of books, including setting the password. Choose to enable connections with Windows Explorer, Internet Explorer, Microsoft Word, and Corel WordPerfect. Enable PCLaw’s timer to use when working in Microsoft Excel, Microsoft Powerpoint, and Microsoft Word.

When using multiple sets of books, this option can only be enabled in one set of books at any one time. Enabling this option in an alternative set of books disables it in the original books.

Outlook Tab

Through the Outlook tab, you can set the method for information exchange between PCLaw and Outlook. Enable the exchange of appointments and contacts, and the tracking of e-mail.

Internet Explorer Tab

Through the Internet Explorer tab, you can set time and start up defaults for PCLaw Web Timer.

Pull-down menu: Options > Connection Settings > Connection Settings Tab

Quick Step: Utilities > Connection Settings > Connection Settings Tab

Pull-down menu: Options > Connection Settings > Outlook Tab

Quick Step: Utilities > Connection Settings > Outlook Tab

Pull-down menu: Options > Connection Settings > Internet Explorer Tab

Quick Step: Utilities > Connection Settings > Internet Explorer Tab


Chapter 16-4Setting Terminology

ContentsAbout TerminologySetting Terminology

About TerminologyYou can customize PCLaw for your firm with the Terminology feature. This tool changes the words displayed on menus, windows and reports to reflect the terms that are pre-programmed for other industries or the terms you specify.

You can select pre-programmed terms that have already been set up for the following professionals:

• Accountant• Architect• Consultant• Engineer• Lawyer

Even after you have selected an industry you can alter the terminology for a particular term. You can also reset the industry terminology back to the defaults initially provided with PCLaw.

For example, if you are an accountant, you can make PCLaw replace the word “Lawyer” with the word “Accountant” wherever it is used in the program. On Matter Manager you would see boxes for Introducing Accountant, Responsible Accountant and Assigned Accountant. All reports would show “Accountant” instead of “Lawyer”.

Setting Terminology

Use this feature to change the words displayed throughout PCLaw

Pull-down menu: Options > Terminology

Chapter Sixteen 221

Chapter 16-5Working With Codes, Rates, Types, and Accounts

ContentsAbout Codes, Rates, Types, and AccountsAppointment Codes Bank Accounts Contact Types Department Codes Document Types Explanation Codes G/L Accounts Holidays Location Codes Rate Categories Matter Bill SettingsLawyers and Rates Task Codes Types of LawReferral Sources

About Codes, Rates, Types, and AccountsCategories that PCLaw uses to organize information such as task codes, types of law, and explanation codes can be added to, changed, or removed. The same is true, with some restrictions, for bank accounts and G/L accounts. Holidays, referral sources, and lawyer details can also be modified.

Appointment Codes

Appointment Codes are used to describe activities for appointments. When an activity is entered into an appointment on a regular basis, it can be added as an Appointment Code and then referenced by its nickname. This prevents you from having to retype the description of the activity every time you make an appointment.

Appointment codes can also be accessed on the Appointment Sheet by double-clicking in the Appt Code box or by positioning the cursor in the Appt Code box and pressing CTRL+F1.

Pull-down menu: Options > Lists > Appointment Codes


Bank Accounts

With PCLaw, you can have up to 99 general and 99 trust bank accounts. Each account is associated with a G/L account. Although you can have up to 99 trust bank accounts, you can associate a maximum of five with any one matter.

PCLaw by default creates one General Bank account, one Trust Bank account and one Petty Cash account for you. You can add more if necessary.

You can associate a bank account with a particular department for use when producing financial statements.

You can change the PCLaw account and G/L account associated with any of your General Bank or Trust Bank accounts. You can also delete or deactivate unused accounts. As with G/L accounts, some accounts are mandatory and cannot be removed.

Contact Types

Use contact types to categorize contacts into related groups such as expert witness, opposing lawyers or consultants. By categorizing contacts you can easily search for contacts or produce a Contact Listing for contacts of a particular type.

Contact types can also be accessed by double-clicking in the Contact Type box or by positioning the cursor in the Contact Type box and pressing CTRL+F1.

Department Codes

Use department codes to categorize lawyers, bank accounts and G/L accounts. By categorizing G/L accounts you can produce general ledger statements for either the firm or for a particular department.

Use the G/L button to select G/L accounts that should be associated with the department code.

Department codes can also be accessed by double-clicking in the Dept box or by positioning the cursor in the Dept box and pressing CTRL+F1.

Pull-down menu: Options > Lists > Bank Accounts

Pull-down menu: Options > Lists > Contact Types

Pull-down menu: Options > Lists > Department Codes

Chapter Sixteen 223

Document Types

Use document types to classify your documents into related groups such as affidavits, contracts, or incorporation documents. Classifying your documents makes it easy to review all documents of a particular type.

Document types consist of a four digit alphanumeric abbreviation and a short description, such as cont — contract. With the document types feature you can change the existing types provided with PCLaw, add your own types, remove existing types, and print a list of all types.

Document types can also be accessed by double-clicking in the Document Type box or by positioning the cursor in the Document Type box and pressing CTRL+F1.

Explanation Codes

Explanation codes simplify working with transactions such as time entries, fee entries, expenses or receipts. When you first set up PCLaw, you were provided with the standard set of explanation codes.

Explanation codes identify commonly performed activities. Each explanation code is associated with a nickname, a large descriptive text (for example, “payment on overdue account”) and, optionally, a G/L account used for disbursements and expense recoveries.

If taxes have been enabled on the Tax tab of System Settings, you can associate a tax category with the explanation code. Then, when the explanation code is used in the allocation area of expense recoveries and general checks, this tax code will be used when the item is billed to a matter.

Not only can explanation codes be used in Explanation boxes, but they can also be used for short forms in To and From boxes of checks and receipts.

Explanation codes have an associated category, which determines whether the code is available for use by all entries, time entries only, or expense entries only.

You can also use explanation codes to summarize charges with the same explanation code into a single line on a bill, and set the conditions under which this would happen. Summarizing is only available for explanation codes for expense entries. You cannot summarize explanations for time entries.

When Quantity x Rate capabilities are enabled on the Data Entry tab of System Settings, you can assign a default rate to explanation codes. This rate is used by default for all Quantity x Rate calculations in the Amount box of general checks, expense recovery entries, and accounts payable invoices. You can override this rate at the time of entry. Use this feature to assign the cost of photocopies, for example, to the Photocopies explanation code.

When Markup is enabled on the Data Entry tab of System Settings, you can assign a specific markup percentage to an explanation code. When that explanation code is used for expense

Pull-down menu: Options > Lists > Document Types

Pull-down menu: Options > Lists > Explanation Codes


recoveries, general checks, and accounts payable invoices, the markup percentage will be assigned. The rate associated with an explanation code overrides any rate associated with a specified matter, but can be overridden at the time of entry.

When an explanation code is typed in a To, From or Explanation box, PCLaw replaces it with the descriptive text as soon as it recognizes the code. When Auto Expand Explanation Codes on <Space> is selected in Workstation Settings, PCLaw recognizes the code as soon as you type a space after the explanation code. When Auto Expand Explanation Codes on ,.;: is selected, PCLaw recognizes the code as soon as you type a comma, period, semi-colon or colon after the explanation code. If neither check box is selected, you must hold down the SHIFT key while pressing the spacebar, after typing the explanation code, for PCLaw to recognize the code.

In Alberta, internal client expenses that have been marked up are considered “special fees” and must be included in the fees section of a client invoice. For example, a charge of 25 cents for a photocopy that cost you only seven cents would be considered marked up, and would be treated as a special fee. PCLaw records special fees as expense recoveries in journals and reports, but lists them in the fees section of client invoices.

There are two things that you must do in order to use special fees: you must indicate the explanation code is a special fee, and when you use Expense Recovery, you must enter the explanation code. It is not sufficient to enter the explanation text — you must select the explanation code itself. As a result, any special fee disbursements will appear at the end of the fees section of a client invoice.

The explanation code for special fees appears only if Special Fees has been activated on the Provincial tab of System Settings.

Use the Explanation Codes to set up activity codes and expense codes for task-based billing. Select Use With Task Based Billing to indicate the code is for task-based billing.

Chapter Sixteen 225

G/L Accounts

General Ledger (G/L) accounts are used by firms that use PCLaw to produce income statements and balance sheets. You access the G/L accounts by typing the G/L account nickname.

For example, to access the Petty Cash account, you type in 1098, which is the account nickname initially assigned to Petty Cash.

Each G/L account is assigned an account type which determines whether the account is to appear on the Income Statement or the Balance Sheet, and where on the particular statement it should be included.

Pull-down menu: Options > Lists > G/L Accounts

Account Type

Statement Account Nickname Range*

Description

Current Asset

Balance Sheet Debit 1000-1499 Resources owned by the firm including bank accounts, petty cash accounts and accounts receivable.

Fixed Asset Balance Sheet Debit 1500-1999 Resources owned by the firm including furniture and computer equipment.

Current Lia-bility

Balance Sheet Credit 2000-2499 Obligations that your firm has to other parties such as taxes, loans and accounts payable.

Long Term Liability

Balance Sheet Credit 2500-2999 Long Term liabilities are debts that are normally repaid over a period of more than one year.

Equity Balance Sheet Credit 3000-3999 Resources invested in the firm by the own-ers. This corresponds to the difference between assets and liability.Dividend accounts in corporations and Drawing accounts in partnerships are Debit balance accounts.

Income Income State-ment

Credit 4000-4999 Income earned or received for services including fees, interest and rental income.

Expense Income State-ment

Debit 5000-9999 Operating costs incurred by your firm such as salaries, rent, insurance, tele-phone charges and office expenses


Holidays

Include statutory holidays, and other holidays on the Calendar. Use the Holidays feature to import statutory holidays for your respective country and add additional holidays.

Include Holidays is selected on the Workstation Settings > Calendar tab, the holiday designation appears for that day, both in the Day and Week view. When an event is posted to the holiday, you receive a pop up reminder asking if you wish to move the due date to the next business day.

When using the date calculator both for Reminders and the Linked Date features, holidays are not included when calculating the number of business days.

Location Codes

Location Codes are used to describe locations for appointments. When a location is used for an appointment on a regular basis, it can be added as a Location Code and then referenced by its nickname. This prevents you from having to retype the description of the location every time you make an appointment.

Rate Categories

You can assign an unlimited number of billing rates to lawyers and timekeepers. Entering a billing rate, rather than a specific dollar amount, offers several advantages. When a lawyer or timekeeper rate changes, the new rate change is reflected automatically in all applicable matters - existing time entries are not affected.

Use Rate Categories to change the nickname and descriptions of existing rates and add new ones as needed. For example, if you work with clients in the insurance industry, you can define a billing rate nickname as INS, with a description of Insurance Rate, and an initial billing amount of $100.00.

Rate amounts are changed in the Lawyer and Rates window for the individual lawyer.

Matter Bill Settings

You can create templates for matter-specific bill settings. Options include frequency, budgeting, quoted amounts, automatic disbursement recovery, as well as past due and interest settings. This feature replaces the Matter Billing tab from previous versions.

Pull-down menu: Options > Lists > Holidays

Pull-down menu: Options > Lists > Lawyers and Rates

Pull-down menu: Options > Lists > Rate Categories

Pull-down menu: Options > Lists > Matter Bill Settings

Chapter Sixteen 227

Lawyers and Rates

In PCLaw, each timekeeper whose time is to be tracked needs to be entered in the system. In addition to a “nickname” (a short form for the person’s name) and the person’s full name, you can assign default rates to each individual. Use Lawyers and Rates to maintain lawyers and rates.

The Use Calendar check box on the Change Lawyer Information window lets you assign which timekeepers can have appointments.

Lawyers are differentiated on the calendar by their unique event colors. To change the color assigned to a lawyer, click the Change button.

When a timekeeper leaves your firm, you can make them inactive to free up space for a new timekeeper. Use the Remove button to do so. When you attempt to deactivate a timekeeper, PCLaw may detect that the timekeeper is the Responsible or Assigned lawyer for one or more matters and will prevent you from deactivating them. It will, however, prompt you to view a list of affected matters. Use this report in conjunction with the Matter Manager or Global Change features to assign a different timekeeper to the affected matters and then deactivate the timekeeper.

You can deactivate a timekeeper if they are already designated as the Client Introducing Lawyer for a client; however, once deactivated, a timekeeper can no longer be a Client Introducing Lawyer for a new matter. You can also deactivate a timekeeper who was the Working Lawyer on a matter, even if the matter has unbilled time or fees on the Client Ledger or if fees and disbursements owing to this lawyer are still outstanding.

Inactive timekeepers will still appear on reports but no new entries, other than write ups and write downs, can be made with these timekeepers.

Your PCLaw software license determines the number of active timekeepers you can set up.

Accounting TabFor timekeepers who are also partners in your firm, you can set up their income, draw, equity and partnership earnings accounts on the Accounting tab. You can also indicate the shared interest of a partner in the firm.

For departmental reporting, you can assign the lawyer to a specific department. You can also assign the same department to the lawyer’s G/L accounts (if you are using G/L accounting).

Provincial TabFor firms in Canada: Use the Provincial tab to enter GST and/or sales tax numbers assigned to the timekeeper. British Columbia and Ontario firms can enter information specific to their province.

Special Fields TabUse the Special Fields tab to add the extra fields required.

Pull-down menu: Options > Lists > Lawyers and Rates


Budget Figures TabFor PCLawPro and PCLawPro Enterprise: You can enter budgeted hours and dollars for all months for a particular timekeeper on the Budget Figures tab. Use the Load From button to load budget figures from another timekeeper. Use the Print button to produce a Lawyer Budgeting Report. Budget figures can be added to Custom Reports for comparison purposes.

You can only transfer information from a unique lawyer. To transfer information from one period to another for the same lawyer, use the Lawyer Budgeting feature.

Task Codes

In PCLaw, you must identify a task code for each time or fee entry you make. Task codes categorize the work done, and identify whether an activity is billable, non-billable, or a write up/down adjustment. By assigning a task code to a time entry, you indicate where the time entry should appear in a report that is printed by task code, for example, the Time Listing.

You can assign a default explanation to a task code. Then, when you use the task code on a time or fee entry, the default explanation is automatically assigned.

Task codes are categorized as Billable, Non-Billable or Write Up/Down. When a task code is used on a time or fee entry, its category is automatically assigned. Subsequently, when you produce a report such as the Time Summary, you can request that only Billable Tasks, Non-billable Tasks or Both be included on the report.

The Non-Billable category is usually assigned to administrative tasks that are not billed to clients. When you use a non-billable task code on a time entry, the hourly rate is automatically set to zero but can be overridden if necessary. When you use a non-billable task code and a matter nickname on a time entry, you receive a warning to that effect and are given an opportunity to change the time entry.

You can assign an hourly rate to a task code. Then, when that task code is used on a time entry, the default rate is automatically assigned to the time entry. The only exception to this rule is when the task code is a non-billable category. Then, the hourly rate of zero is assigned.

If you are adding a task code for task-based billing, you must assign to it a type of law. This indicates to which code set the task code belongs.

The default task code assigned to new matters is defined on the Matter tab of System Settings.

For Great Britain firms running PCLawPro or the Legal Aid optional module: The Contract Work Report form (CDS6) breaks down work performed into one of three groups. To classify into which type of work a specific task code falls, select General, Waiting or Travel.

Pull-down menu: Options > Lists > Task Codes

Chapter Sixteen 229

Types of Law

Types of law are used to categorize matters. Each type of law is associated with some descriptive text such as General Corporate, Litigation, or Real Estate. When you prepared your set of books, you were given the standard set of types of law.

You can also use types of law to print some productivity reports, showing only entries for matters dealing with a particular type of law.

For task-based billing you must add a type of law to identify each code set you are using. For example, if you are using the bankruptcy code set, “Bankruptcy” must be defined as a type of law.

For Great Britain firms running PCLawPro or the Legal Aid optional module: To indicate that a matter is a legal aid matter, assign a legal aid type of law.

Referral Sources

Before you enter matters or clients into PCLaw, you should set up referral sources that describe the how the client was referred to your firm. Referral Sources consist of a nickname (short form of the source) and an explanation (description of the source). For example, the referral source yel might represent the yellow pages.

Referral Sources can also be accessed by double-clicking in the Referral Source box or by positioning the cursor in the Referral Source box and pressing CTRL+F1.

Pull-down menu: Options > Lists > Types of Law

Pull-down menu: Options > Lists > Referral Sources


17Assigning Security

Assigning Users and Groups ....................................232

Selecting Advanced Security Options .....................234

Assigning Security for PClaw Modules ...................236

Chapter Seventeen 231

Chapter 17-1Assigning Users and Groups in PCLaw

ContentsAbout PCLaw SecurityThe Admin UserSetting Up GroupsSetting Up Users

About PCLaw SecurityPCLaw Security is based on users and groups. Groups are defined to have access to specific PCLaw features. Users are created, assigned a unique password, and made a member of one or more groups. Once a member of a group, a user has all the rights of the group.

The Admin UserPCLaw automatically creates the first user in security, called Admin. This user cannot be deleted from the Users box. The Admin user is assigned to be a member of the Admin group and cannot be removed from that group, nor can the Admin group be removed. Only the Admin user has access to advanced security settings in PCLaw.

The Admin group receives all rights in PCLaw by default and cannot have any of these rights restricted. Other users can be assigned to the Admin group and receive all the rights to the group. The assignment of these users is not permanent as they can be removed from the group at any time.

Admin has the rights to create new groups, assign access to PCLaw features, create new users, and assign rights to those users. When PCLaw is locked, Admin is able to override the lockout and open PCLaw.

Only the PCLaw and Network administrators should have access to the Admin password. Limit the use of Admin as much as possible by assigning users their own unique identity.


Setting Up Groups

All new users in PCLaw must immediately be assigned to a group. Therefore you must create groups before adding users. A group can have any number of users. It can be limited to a few PCLaw features, or have rights to all PCLaw features.

A group cannot be removed until all users are removed from the group.

When giving a group access to only a few features, it is more efficient to add the features one at a time. To give a group access to a majority of features, add all the features and then remove those whose access is to be restricted.

Setting Up Users

With this tab, you can add a user, assign the user to a group, or remove the user.

Users are now able to log into PCLaw under their own user name and password. They will only see the menu items that they have been granted access. Restricted features do not appear on the pull-down menus or in Quick Step. Users with limited rights in PCLaw should not be given access to the Security feature.

Many PCLaw reports allow you to see the user that has posted each transaction. Select the Show User Name option when creating the report.

Pull-down menu: Options > Administrator > Security > Group tab

Quick Step: Utilities > Security > Group tab

Pull-down menu: Options > Administrator > Security > Users tab

Quick Step: Utilities > Security > Users tab


Chapter 17-2Selecting Advanced Security Options

ContentsAbout Advanced SecurityBank Accounts TabTime/Fees TabCalendar TabMatters TabMatter Manager TabOther Tab

About Advanced SecurityAdvanced security options allow users to be assigned individual rights to view or to change Calendar events, matter, time, or bank account information or limit access to the Matter Manager.

Bank Accounts TabThe Bank Accounts tab restricts user access to particular general and trust bank accounts.

If the user is granted access to all general bank accounts, the Enable Access to General Bank Accounts option as effectively disabled. If the user is granted access to all trust bank accounts, the Enabled Access to Trust Bank Accounts option is effectively disabled.

Time/Fees TabThe Time/Fees tab can restrict user access to time entries as a whole, or limit modification rights to specific fields within a time entry. Regardless of time or fee restrictions, the billing features do not restrict entries or fields from being shown.

Calendar TabYou can assign a user access to view or modify events for specified timekeepers. The access can be limited to standard events or can include private events. All timekeepers with activated Calendar licenses appear in the View Access > Timekeepers box.

Standard access allows you to see all events for the timekeeper that are not marked Private. Making an event private prevents details from being viewed by anyone without private access. Details Not Available is displayed in place of the actual event details. Private access lets you see all the timekeeper’s events including event details.


The user must have rights to view the standard events of a timekeeper before rights can be assigned to modify the events.

Matters TabThe Matters tab sets restrictions to matters by client, responsible lawyer, or type of law, or to specifically select matters to whom to grant or restrict access.

If you cross filter using more than one option, the user will only have access to matters that meet both criteria. For example, suppose the user is granted access only to matters with type of law of litigation, and is also granted access only to matters where lawyer Smith is the responsible lawyer. The user will then have access only to matters where both litigation is the type of law and Smith is the responsible lawyer.

The Always Include Matters and Always Exclude Matters options override other settings.

Matter Manager TabSettings on the Matter Manager tab determine if the user can change or even view areas under the Main, Billing, Settings, and Custom tabs of Matter Manager. Rights to hide or add custom tabs are also assigned.

The areas listed on the Matter Manager tab affect options in Matter Manager as displayed in the below table. The Hidden setting for the Settings and Custom tab options hides the entire tab from view.

Other TabThe Other tab contains advanced security settings not related to the previously described tabs.

Security Setting Matter Manager tab

Options that are affected

Lawyer Information Main tab Client Intro, Matt Intro, Res, Ass, Other Staff and Label buttons.

Address Information Main tab Client, Address, Phone & E-mail areas. Client Address, Billing and Second Billing Address buttons. Major Cli-ent and Associate Major Client check boxes.

Other Information Main tab Opened, Type of Law, Default Task, Default Rate, Referral Type, Description

Bill Settings Billing tab Bill and Interest areas. Split Matters button

Tax Settings Billing tab Tax area

Settings tab Settings tab All areas on the Settings tab

Custom tab Custom tab All areas on all custom tabs.


Chapter 17-3Assigning Security for PCLaw Modules

ContentsAbout Security for PCLaw ModulesMatter ManagerClient ManagerContact ManagerDocument ManagerRegisterPhone Call ManagerLawyer OverviewRestrictions Assigned within System Settings

About Security for PCLaw ModulesIn addition to assigning permissions to specific PCLaw features, many PCLaw modules such as the Register and Managers require rights to be assigned for separate tabs, options, drill down and function buttons. Assigning security is restricted to the PCLaw Admin user and users with administrator access. Users without administrator access may be restricted from security features described here.

Matter ManagerSecurity for Matter Manager can be assigned on a matter by matter basis, by client, responsible lawyer, or type of law, by tab, by area on a tab, or by drill down, phone or function button. In addition to the Advanced Security Matters and Matter Manager tabs, users can be permitted to view information on the Main, Billing, and Settings tabs but not allowed to make changes. Matter security can be assigned in the following areas:

• Security > Groups Tab• Matter Manager > Settings Tab• Matter Manager > Summary Tab• Function Buttons.

Advanced Security refers to tabs under the User tab > Advanced button of PCLaw security. Only the Admin user can access these features.


Security > Groups tabTo view information appearing on the grid tabs of Matter Manager require rights to be assigned to the user’s group for features that correspond to that tab.

Matter Manager > Summary TabThe tab’s drill down button can be made unavailable if rights are restricted to the user’s group. If the button is linked to the Register, the group must have rights to both the Register and the report that is associated to the specific Register tab.

Tab and Buttons Corresponding Feature or Report

Summary Reports > Clients > Client Summary

Events Reports > Appointment Listing

Notes Data Entry > New Note

Calls Reports > Appointment Listing

Ledger Reports > Client > Ledger

Time Reports > Productivity > Time Listing

Contacts Reports > Contact Listing

Related Reports > Clients > List of Clients

Docs Reports > Document Listing

E-mail Reports > Document Listing

Research Reports > Research Listing (for version 7.50 and higher)

Research > Add button File > Document > LexisNexis Research (for version 7.50 and higher)

Label button File > Matter > Label

Phone Call buttons Data Entry > Phone Calls - and - Data Entry > Phone Messages

Drill Down Buttons Feature or Report

Unbd Disb Data Entry > Register - and - Reports > Client > Ledger

Unbd Fees/ Hrs Data Entry > Register - and - Reports > Productivity > Time Listing

Total Trust Data Entry > Register - and - Reports > Client > Ledger

Gen Rtnr Data Entry > Register - and - Reports > Client > Ledger

Rtnr Due Data Entry > Register - and - Reports > Client > Ledger

Trust Bals Data Entry > Register - and - Reports > Client > Ledger

Last Billed Data Entry > Register - and - Reports > Journal > Billing (Fees)

Last Entry Data Entry > Register - and - Reports > Client > Ledger

Last Trust Data Entry > Register - and - Reports > Client > Ledger

A/R Bal Data Entry > Register - and - Reports > Journal > Billing (Fees)

Int Paid Reports > Accounts Receivables > Receivables By Client

Int Due Reports > Accounts Receivables > Receivables By Client

Total Due Data Entry > Register - and - Reports > Journal > Billing (Fees)


Matter Manager > Settings TabSecurity for an individual matter can be restricted to specific users. This option is available to the Administrator only. On the Settings tab of Matter Manager, click Matter Security. Select the users who will have rights to the active matter. A check mark appears under the Access column for all users who have access to this matter.

Function ButtonsMatter Manager contains function buttons, any of which can be made unavailable if rights are restricted to the user’s group. Items not listed do not require individual security settings

Client ManagerClient Manager is available for PCLawPro and PCLawPro Enterprise systems only.

Client Manager contains tabs, drill down buttons, phone, and function buttons, any of which can be made unavailable if rights are restricted to the user’s group. Items not listed do not require individual security settings.

Tab New or Add Button Change Button Remove Button

Time Time Sheet Data Entry > Register (correct time)Data Entry > Register (correct fees) or for firms who migrated from v5 or lowerData Entry > Correct TimeData Entry > Correct Fees

Calls New Phone Call New Phone Call no security required.

Contact Contact Manager

Ledger N/A Rights to individual correct feature for the entry that is to be modified.

All N/A See above tabs for rights needed for each individ-ual entry

N/A

Tab or Buttons Corresponding Report

Main tab Data Entry > Client Manager

Matter tab Data Entry > Client Manager

Open button Data Entry > Matter Manager

drill down buttons refer to the Matter Manager > Summary tab

phone buttons Data Entry > Phone Calls - and - Data Entry > Phone Messages


Contact ManagerContact Manager contains tabs and function buttons, any of which can be made unavailable if rights are restricted to the user’s group. Items not listed do not require individual security settings. Advanced Security refers to the Advanced button on the Security > Users tab.

Document ManagerDocument Manager contains tabs and function buttons, any of which can be made unavailable if rights are restricted to the user’s group. Items not listed do not require individual security settings.

Tab or Buttons Corresponding Report

Contact Information tab Data Entry > Contact Manager

Phone buttons Data Entry > Phone Calls - and - Data Entry > Phone Messages

Contact Address tab Data Entry > Contact Manager

Associated Clients tab Reports > Client > List of Clients

Appointments tab Reports > Appointment Listing

New button Data Entry > Appointment Sheet

Change button Advanced Security > Calendar tab > Modify Access

Remove button Advanced Security > Calendar tab > Modify Access

Notes tab Data Entry > New Notes

Calls tab Reports > Appointment Listing

New button Data Entry > New Phone Call

Change button Data Entry > New Phone Call

Documents tab Reports > Document Listing

Add Doc File > New Document

Properties File > Open Document

E-mail tab File > Document Manager - and - Reports > Document Listing

Add Doc File > New Document

Properties File > Open Document

Tabs and Buttons Corresponding Report

Document Reports > Document Listing

E-mail Reports > Document Listing

Precedent Reports > Document Listing

Research Reports > Research Listing

Research > Add button File > Document > LexisNexis Research

Add Doc button File > Document > New Document

Properties button FIle > Document > Open Document


RegisterFor a user to have access to the Register, rights must be assigned to the group that the user is a member, in the Security feature. Under the Security Setup > Groups window, ensure that Data Entry > Register appears in the Allow Access To window for that group.

In addition to assigning rights to the feature itself, the user’s group require rights to the report that each tab generates. If report rights are not assigned, then the user will not have access to that specific tab. Refer to the table below for the rights needed to access each tab:

Additional security clearance is required to access selected function buttons on each tab. Rights need to be assigned to the group according to the type of entry listed on the tab.

For PCLaw users who have migrated from version 5 or lower: The settings appear in the Do Not Allow Access To/Allow Access To boxes as follows:.

Tab Assign Rights to

Register window Data Entry > Register

Time Reports > Productivity > Time Listing

General Reports > Journal > General Bank

Trust Reports > Journal Trust Bank

Expense Reports > Journal > Client Costs

Invoice Reports > Journal > Billing (Fees)

Ledger Reports > Client > Client Ledger

A/P Reports > Accounts Payable > Purchases Journal

Matter Reports > Client > Client Listing

Appointment Reports > Appointment Listing

Tab Change Button Remove Button Void/Post Time

Time Data Entry > General Bank > Correct Time n/a

Data Entry > General Bank > Correct Fees n/a

General Data Entry > General Bank > Correct Bank to Bank Transfer

Data Entry > General Bank > Correct Check

Data Entry > General Bank > Correct Firm Receipt

Data Entry > General Bank > Correct Matter to Matter Transfer

Data Entry > General Bank > Correct Payment

Data Entry > General Bank > Correct Retainer

Trust Data Entry > Trust Bank > Correct Bank to Bank

Data Entry > Trust Bank > Correct Check

Data Entry > Trust Bank > Correct Matter to Matter

Data Entry > Trust Bank > Correct Receipt

Data Entry > Trust Bank > Correct Trust to General


For PCLaw users new to versions 6 to 8: The settings appear in the Do Not Allow Access To/Allow Access To boxes as follows:.


Expense Data Entry > Correct Expense Recovery n/a

Invoice Billing > Change/Write Off Invoice

Billing > Undo Bill n/a

Ledger rights to all features listed Time, General, Trust, and Expense tabs.

n/a

A/P Data Entry > Accounts Payable > Open Payable

Matter File > Matter Manager n/a n/a

Appointment Data Entry > Appointment Sheet Data Entry > Calendar

Data Entry > Time Sheet


Time Data Entry > Register (correct time) n/a

Data Entry > Register (correct fees) n/a

General Data Entry > Register (correct general bank to general bank)

Data Entry > Register (correct general check)

Data Entry > Register (correct general firm receipt)

Data Entry > Register (correct general matter to matter)

Data Entry > Register (correct general payment)

Data Entry > Register (correct general retainer)

Trust Data Entry > Register (correct trust bank to bank)

Data Entry > Register (correct trust check)

Data Entry > Register (correct trust matter to matter)

Data Entry > Register (correct trust receipt)

Data Entry > Register (correct trust to general)

Expense Data Entry > Register (correct expense) n/a

Invoice Billing > Change/Write Off Invoice

Billing > Undo Bill n/a

Ledger rights to all features listed Time, General, Trust, and Expense tabs

n/a

A/P Data Entry > Accounts Payable > Open Payable

Matter File > Matter Manager n/a n/a

Appointment Data Entry > Appointment Sheet Data Entry > Calendar

Data Entry > Time Sheet


Phone Call ManagerPhone Call Manager contains tabs and function buttons, any of which can be made unavailable if rights are restricted to the user’s group. Items not listed do not require individual security settings.

To use Phone Call Manager, security must be enabled in PCLaw. Phone Call Manager utilizes the list of users from the Security Setup window. Message notification can only be sent to existing users in PCLaw.

Lawyer Overview Lawyer Overview is available for PCLawPro and PCLawPro Enterprise systems only.

To use the drill down buttons on the Lawyer Overview module, rights must be assigned to the corresponding reports.

Restrictions Assigned within System SettingsSpecific option restrictions can also be enabled from within System Settings. These restrictions can be enabled or disabled by any user of a group that is assigned access to Options > System Settings.

Window and Buttons Corresponding Report

Phone Call Manager Reports > Appointment Listing

New Call Data Entry > New Phone Call

New Message Data Entry > New Message

Change Button (for phone calls only)

Data Entry > New Phone Call

Drill Down Buttons Feature or Report

Active Files Reports > Client > List of Clients

New File Opened Reports > Client > List of Clients

Hours Worked Reports > Productivity > Time Listing

Time Value Reports > Client > List of Clients

Fees Billed Reports > Journal > Billing (Fees)

Fees Collected Reports > Journal > Billing (Fees)

Fee Write Offs Reports > Journal > Billing (Fees) and Reports > Journal > Write Up/Down


18Calendaring

Selecting Calendar Settings .....................................244

Navigating the Calendar ...........................................246

Adding Appointments and To Do’s ..........................250

Recurring Events in the Calendar ............................254

Linking Dates in the Calendar ..................................255

Calendar Reports .......................................................256

Chapter Eighteen 243

Chapter 18-1Selecting Calendar Settings

ContentsAbout Calendar SettingsPreparing LawyersAssigning SecuritySelecting Workstation SettingsAdding Appointment CodesAdding Location CodesAdding Statutory Holidays

About Calendar SettingsMany components of how the calendar appears and works are under your control. You can set whose calendar(s) to see by default, and color code your own events. Use Workstation Settings to decide the time intervales displayed on the Calendar, what appears in the Calendar pop up helps, how reminders work, and even add the sound for audible reminders. PCLaw security determines the users allowed to see your calendar, those allowed to make changes, and who you permit to see your private events. Appointment and Location codes can be added, changed, or removed. The Calendar can see statutory holidays, and you can add personal holidays as well.

Preparing Lawyers

Prior to using the calendar, the calendar must be enabled for each lawyer. Select Use Calendar on the Lawyers and Rates > Common tab. Select the color in which to distinguish the lawyer’s events on the Calendar.

Assigning Security

You can assign a user access to view or modify events for specified timekeepers on the Calendar tab in PCLaw Advanced Security. The access can be limited to standard events or can include private events.

Standard access allows you to see all events for the timekeeper that are not marked Private. Making an event private prevents details from being viewed by anyone without private access. Details Not Available is displayed in place of the actual event details.

Private access lets you see all the timekeeper’s events including event details.

Pull-down menu: Options > Lists > Lawyers and Rates > Common tab

Pull-down menu: Options > Administrator > Security > Advanced > Calendar tab


Selecting Workstation Settings

Workstation Settings allow you to assign a default timekeeper for the Calendar window, display and set reminders, and automatically launch the Calendar when you start PCLaw.

Adding Appointment Codes

PCLaw provides a selection of appointment codes. Use the Appointment Codes feature to add, change, or remove existing appointment codes.

Adding Location Codes

PCLaw provides a selection of location codes. Use the Location Codes feature to add, change, or remove existing location codes.

Adding Statutory Holidays

Include statutory holidays, and other holidays on the Calendar. Use the Holidays feature to import statutory holidays for your respective country and add additional holidays.

Include Holidays is selected on the Workstation Settings > Calendar tab, the holiday designation appears for that day, both in the Day and Week view. When an event is posted to the holiday, you receive a pop up reminder asking if you wish to move the due date to the next business day.

When using the date calculator both for reminders and the Linked Date features, holidays are not included when calculating the number of business days.

Pull-down menu: Options > Workstation Settings > Calendar tab

Pull-down menu: Options > Lists > Appointment Codes

Pull-down menu: Options > Lists > Location Codes

Pull-down menu: Options > Lists > Holidays


Chapter 18-2Navigating the Calendar

ContentsAbout the CalendarSelecting a ViewThe Calendar AreaThe Display AreaThe Appointment AreaThe To Do’s and Reminder AreaThe Time TabThe Calendar in Other PCLaw Modules

About the CalendarUse the Calendar to add, change and print appointments in a schedule format.

The Calendar shows all the appointments entered into PCLaw in the form of a schedule. You can add, view, change, remove and print appointments and to do's using the calendar. You can produce the Calendar for:• one day• one week• one month.

In addition to listing all appointments, the Calendar can also be produced including only completed or uncompleted appointments or to do's for a particular timekeeper or location.

Use the Filters button to reduce the number of appointments displayed on the screen. You can choose to display:• only completed appointments• only uncompleted appointments• both completed and uncompleted appointments• only completed to do's/reminders• only uncompleted to do's/reminders• both completed and uncompleted to do's/reminders• only appointments with a specified appointment code• only appointments with a specified location code.

You can also:• include/exclude to do's• show to do's only if the due date is set for the selected date• include/exclude reminders.

When filters are being used, the Filters button shows the ON symbol.


The To Do list at the bottom of the Calendar lists To Do’s and appointments with reminder dates. You can remove this list to show more appointments by selecting Show Appointments Only. You can also hide the appointment area by selecting Show To Do's Only. To show both areas, select Show Both.

You can customize the To Do list by adding or removing columns. Right-click in the heading area to change the columns that are displayed.

You can also change the color used on the To Do grid. Right-click in the grid area and select Change Row Color.

When adding a new appointment, if you double-click or click on the arrow in a Date box, the Date Calculator window appears. On this window you can either select a date from the calendars that appear or have the date automatically calculated. You can calculate a date based on the following criteria:• number of days before a date• number of days after a date.

You can also calculate the number of days, weeks, months or years between two specified dates.

The date calculation can be based on business days, calendar days, weeks, months, quarters or years. If the calculated date falls on a weekend or holiday, you can tell the calculator to:• move the date to the next business day• move the date to the previous business day• keep the date on the weekend or holiday.

The Show Me button displays the date calculated according to your instructions. If you like the calculated date, click OK and it will be inserted into the appropriate Date box.

When a hearing, trial, or other appointment is rescheduled or continued on another day, use the Continuance button on the Change Appointment window. After you enter the new date, time, and reason for the continuance, PCLaw schedules a new appointment for you. To see a list of all continuances, use the View button

Selecting a View

The Lawyer box defaults to the lawyer(s) selected in the View Calendar Items For section of the Workstation Settings > Calendar tab. Use Filters to further define your search.

The Lawyer button is replaced by a Lawyer box when the Time tab is active.

Pull-down menu: File > Calendar

Quick Step: Practice Management > Calendar

Toolbar:


Calendar AreaThe calendar area gives an at-a-glance overview of the current date, the selected date for the calendar view, and scheduled appointments.

Display AreaThe display area gives the user convenience and flexibility in selecting what events are presented.

Appointment AreaThe appointment area displays appointments for a day, a week, or a month, and compares time posted against a daily goal. For the day view, the tab defaults to 9 a.m. as a starting time. However, there is an appointment earlier than 9 a.m., the start time of the appointment is used as the default start time of the day view.

If Include Holidays is selected in System Settings, the holiday is displayed on the appropriate day on both the Day and Week view.

To track changes to appointments, select Continuance on the Change Appointment window.

For event details to appear, Show Pop Up Details must be selected on the Options > Workstation Settings > Calendar tab.

To Do’s and Reminder AreaTo do’s and reminders appear in the To Do area. This list can display all completed and uncompleted events, uncompleted events only, or items specific to the selected calendar date.

Uncompleted to do’s remain on the to do area until marked as completed or removed.

Time TabUse the Time tab to compare posted time to a set goal. The parameters for the Time tab differ from the Day, Week, and Month tabs. The modifications are discussed in this section.

The Time tab displays each day in a calendar month. • Posted hours and time value are displayed for each day. • The sum of billable and non-billable tasks are separated. • A daily goal is set on the Accounting tab of Lawyers and Rates. Hours posted for the day

that do not meet the daily goal appear in red. • Days when the goal is met is displayed in the selected color of the lawyer.

To view a summary of the day’s time, place the curser over the day.


The Calendar in Other PCLaw Modules

Matter ManagerThe Events tab in Matter Manager displays appointments and to do’s associated with the current matter. Events are differentiated under the Type column. The feature buttons allow you to add or modify events

Contact ManagerEvents associated with a contact can be viewed or modified on the Appointments tab of the Contact Manager.

RegisterAny event can be changed or removed on the Appointments tab of the Register.


Chapter 18-3Adding Appointments and To Do’s

ContentsAbout Adding Appointments and To Do’sAdding Appointments in the CalendarAdding Appointments on the Appointment SheetCreating Continuances for AppointmentsCreating RemindersCreating To Do’sPurging Old Events

About Adding Appointments and To Do’sAppointments are made for specific lawyers, and can be associated with matters and contacts. Appointment and Location Codes help define the appointment. Appointments can be made into to do’s and time entries. A to do can be made into an appointment. All Calendar events can be linked to a specific series of events or made into recurring events. Appointments that are cancelled can be linked to a Continuance.

Creating or Changing Appointments in the CalendarAppointments can be opened by double clicking or right clicking in an empty time slot in the Daily view or the Calendar, or on a day in the Weekly or Monthly view. Most Manager features have Appointments and To Do icons. Use the Appointment Sheet to also create appointments.

To create an appointment for a timekeeper, Calendar needs to be enabled for the timekeeper in Lawyers & Rates.


Creating Appointments on the Appointment Sheet

Use the appointment sheet to add multiple appointments at one time. A matter summary is provided at the bottom of the window if the appointment is associated with a matter.

If a start time is not assigned, the event is saved as a To Do.

The timer duration rounds to the increment specified for the Quick Timer. See the Data Entry tab of System Settings. The timer duration overrides any value manually entered in the duration column for that appointment.

Unlike the New Appointment and Change Appointment windows, the Appointment Sheet does not have provisions for:

• associating the appointment with a contact• creating recurring entries• creating a linked series of events• creating a continuance.

Although an appointment can be associated with a matter, time is not posted automatically to the Client Ledger for that matter. Time is required to be posted in the Calendar or Open Appointment windows.

Creating Continuances for AppointmentsWhen an appointment or to do cannot be completed in its allotted time, or follow up events are required, you can make a continuance. A continuance creates a new, separate event using the same information as the original event. It also links the original and new events, so you can view a history of the related events.

The new event appears on the Calendar. If the event is an appointment, the new appointment appears on the appointment section of the Calendar in its allotted time slot or day. If the event is a to do, the new to do appears on the to do listing. The original event remains, however the reason for the continuance is added to the event’s description.

Pull-down menu: Data Entry > Appointment Sheet


Creating RemindersA reminder can be set to remind you of an event a specified number of days prior to the event through the Date Calculator, list a reminder of the day’s events when opening PCLaw, or prompt you of an event minutes before its start time. A reminder is created as an extension of an appointment or to do and appears in the To Do list on the Calendar. A reminder can not be created independently of an appointment or to do.

Using the Date CalculatorWhen creating a new event, you have the option to add a reminder date. The date can be typed in, selected from the Calendar, or the Date Calculator can be used to determine the date.

Use the Date Calculator to calculate the number of date units between two given dates:

Displaying Reminders at Start UpThe Display Reminders at Start Up option produces an Appointment Listing when first starting PCLaw. Events, notes, and reminders are displayed, according to the criteria selected on the Workstation Settings > Calendar tab.

If you close and re-open PCLaw for the same day, the Appointment Listing report does not appear. The Appointment Listing at startup can be modified for each individual workstation

Enabling Pop Up RemindersPop up reminders prompt you prior to an event at an interval that you select on the Workstation Settings > Calendar tab. Pop up reminders can be set for each workstation. Reminders appear only for the lawyers selected in the View Calendar Items For box on the Calendar tab.


Creating To Do’sA to do is an event that needs to be performed, but not at a specific time of the day. Assigning a due date for a to do is optional. A to do can be entered through the Calendar or any manager feature by clicking the To Do icon on the task bar.

To Do’s are opened by double clicking or right clicking in the To Do area of the Calendar. Most Manager features have Appointments and To Do icons. Use the Appointment sheet to also create appointments:

If a to do is converted into an appointment, a start time of 8 am is assigned by default. Change this time by typing or selecting a new time in the Start Time box.

The Completed option is available for to do’s only, and not appointments.

Removing Old Events

Use the Purge Calendar Entries tool to remove old appointments and to do’s by matter, lawyer, contact, date range, or completed status.

Once Calendar records are removed, they cannot be recovered.

Pull-down menu: Tools > Purge Calendar Entries


Chapter 18-4Recurring Events in the Calendar

ContentsAbout Calendar Recurring EventsCreating Recurring EventsModifying a Series of EventsRemoving a Series of Events

About Calendar Recurring EventsRecurring events may occur at fixed intervals throughout the year. The Calendar provides the ability to schedule recurring events, making it unnecessary to constantly re-enter repeating appointments or to do’s.

Creating a Recurring Event

The process for creating a recurring appointment and to do are identical.

Start Time and Duration options are not available for a recurring to do.

If Include Holidays is selected on the Workstation Settings > Calendar tab, the listed holidays are not counted as business days. If the option is not selected, then holidays are counted as business days.

New Appointment/To Do Recurring Event WindowComplete additional event information as needed. Some event fields are not fillable for recurring events. Only the Lawyer(s) box and one of Action or Appt Code boxes requires an entry.

Modifying a Series of Recurring EventsWhen modifying a recurring event, it is possible to affect a single event in the series or the series as a whole. Events can be modified by double clicking or right clicking on the event.

Removing a Series of Recurring EventsWhen removing a recurring event, it is possible to affect a single event in the series or the series as a whole. Events can be removed by double clicking or right clicking on the event.

It is not possible to remove a series from the Register. Deleting an event in the Register affects only the one occurrence and not the series.

Pull-down menu: File > Calendar > New Appointment/To Do > Recurring Events button


Chapter 18-5Linking Dates in the Calendar

ContentsAbout Linking DatesCreating Linked Event Templates

About Linking DatesAppointments can be expanded to be part of a series of linked dates; events that are dependent on each other. For example, a real estate purchase cannot be closed until the property has been searched for liens, among other tasks. The two events are linked dependent on each other.

When adding a series of linked dates, you must assign to the series a meaningful template name. Next, items are created that will be members of the template. These items are assigned a name and a date that is calculated from the base date.

The base date is the date upon which all other dates are determined. It can be the completion date or the start date of a series of tasks, such as the below example.

Creating Linked Dates TemplatesA linked event begins with a template. The base date is not specified in the template as the template deals only with how the linked events relate to the base date. A linked event begins in the New/Change Appointment or New/Change To Do window.

You can use linked dates templates to automatically create appointments tied to the base date. The matter, if applicable, the timekeeper, and the Base Date must be specified. PCLaw schedules all the events according to the base date you specify.

Start Time and Duration are optional selections. If values are assigned to these options, all linked events are given the same start times and durations.

Date Activity

Base Date minus 2 months Order title search

Base Date minus 6 weeks Dispatch search letters

Base Date minus 1 month Review Survey

Base Date minus 2 weeks Confirm Insurance Binder

Base Date minus 1 week Prepare draft mortgage

Base Date minus 1 day Prepare closing documents

Base Date Closing date


Chapter 18-6Calendar Reports

ContentsAbout Calendar ReportsAppointment ListingAppointment Schedule

Calendar ReportsCalendar events can be presented in two reports. The Appointment Listing provides detailed description for the selected criteria. The Appointment Schedule provides a more visual view of events.

Appointment ListingThe Appointment Listing displays Calendar and Notes information in a report format. The report shows what is due for a specified reminder date or due date and can include one or more of appointments, to do’s, or notes. The user has a choice of viewing only uncompleted or completed events, or both.

Appointment ScheduleThe Appointment Schedule displays appointment and to do information in a Calendar format. The schedule can be displayed in a daily, weekly, or monthly view beginning at the start date of the program. Events are displayed for a specified reminder date or due date.


19Using Front Office

Working With Calls and Messages ..............................258

Using Phone Call Manager ...........................................260

Adding Notes .................................................................261

Working With Documents, E-mails and Precedents ...262

Using Document Manager ............................................268

Researching With PCLaw .............................................270

Chapter Nineteen 257

Chapter 19-1Working With Calls and Messages

ContentsAbout Calls and MessagesWorkstation SettingsAdding and Changing Phone CallsAdding and Changing Phone MessagesUsing NotificationPurging Old Phone Messages

About Calls and MessagesPhone calls and messages can be added to PCLaw by the Data Entry menu or through Phone Call Manager. Calls and messages can be stored viewed, filtered. Messages can be sent to other users, who are notified immediately upon its arrival. Old calls and messages can also be systematically removed from PCLaw.

Selecting Workstation SettingsCustomize Phone Call Manager for each workstation from the Calendar and Color tabs.

If you send message notifications to a user or group of users more frequently than others, having the user(s) appear by default makes for added convenience. You can also have PCLaw search for new messages when opening the program and automatically start the timer when opening a new phone call. Use the Workstation Settings > Calendar tab.

The background color of Phone Call Manager can be adjusted for personal preference. Use the Workstation Settings > Color tab.

Adding and Changing Phone Calls

A new phone call record is created when clicking the New Call button in Phone Call Manager or selecting Phone Calls on the Data Entry pull-down menu.

If the matter or contact contains one or more phone numbers, the phone numbers appear automatically on a drop down list when you tab into Phone # box.

The time appears in the Duration box rounded off to the interval determined on the System Settings > Data Entry tab.

Pull-down menu: Data Entry > Phone Calls

Phone Call Manager: New Call icon

Phone Call Manager: Change Call button


Adding and Changing Phone Messages

A new phone message record is created when clicking the New Message button in Phone Call Manager or selecting Phone Message on the Data Entry pull-down menu.

If the matter or contact contains one or more phone numbers, the phone numbers appear automatically on a drop down list when you tab into Phone # box.

Using Call NotificationIf a user notifies you of a call, a call notification message appears on your workstation. Call notification can only be sent from the Phone Message window and not the Phone Call window. Notification is received differently at the destination workstation, depending on whether PCLaw is open or closed.

If a user is included in a group of users, he or she is sending a message to, that user will not receive notification. If two users are logged into PCLaw under the same user name, they will not be able to send notifications to each other.

Purging Old Phone Messages

Old phone calls and messages can be deleted by matter, lawyer, contact, date range, or completed status. To remove old calls and messages, use the Purge Calendar Entries tool.

Pull-down menu: Data Entry > Phone Messages

Phone Call Manager: New Message icon

Phone Call Manager: Change Message button

Pull-down menu: Tools > Purge Calendar Entries


Chapter 19-2Using Phone Call Manager

ContentsAbout Phone Call ManagerPhone Call ManagerCall LogSecurity

About Phone Call ManagerPhone Call Manager is a messaging feature that creates call and message records within PCLaw. The records can be associated with matters, contacts, and users, or converted to a time entry or to do. A message can be sent one or more users. Phone Call Manager is designed for use within PCLaw and does not link directly with your phone system.

Phone Call Manager

Opening Phone Call Manager restores the same settings as when the feature was last used. All call records from the previous session plus notifications sent since are listed on the call log for users that are displayed in the Viewing Messages for User(s) box.

Phone Call Manager is not required to be opened to send or receive message notifications. Notifications can also be sent by selecting Phone Message from the Data Entry pull-down menu. Notifications are received automatically if PCLaw is open, even if it is minimized.

Call LogThe call log in Phone Call Manager is similar to the grids in the Register and Matter Manager.

SecurityPhone Call Manager contains tabs and function buttons, whose access can be denied if rights are restricted to the user’s group. Items not listed do not require individual security settings.

To use Phone Call Manager, security must be enabled in PCLaw. Phone Call Manager utilizes the list of users from the Security Setup window. Message notification can only be sent to existing users in PCLaw.

Pull-down menu: File > Phone Call Manager

Quick Step: Practice Management > Phone Call Manager

Toolbar:


Chapter 19-3Adding Notes

ContentsAbout NotesAdding NotesPurging Notes

About NotesUse Notes to record notes and, optionally, associate the notes with a matter or contact. There are several ways to add notes in PCLaw: To open the New Notes window, click the icon in Matter Manager, Phone Call Manager or Calendar, or select Notes from the Data Entry pull-down menu. Notes can also be added when changing phone messages.

Notes can be viewed on the Notes tab of both Matter Manager and Contact Manager, and can be included on the Appointment Listing.

Adding Notes

In addition to associating a matter and/or a contact with the notes, you can also associate one or more lawyers, a task code, date and time.

Saved notes can be viewed and changed in Matter Manager and Contact Manager. A hard copy of notes can be printed from the Appointment Listing.

Matter ManagerUse the Matter Manager > Notes tab to create or edit notes associated with the active matter. To access the Notes tab, the user must be assigned rights to Data Entry > New Notes.

Contact ManagerUse the Contact Manager > Notes tab to create or edit notes associated with the selected contact. To access the Notes tab, the user must be assigned rights to Data Entry > New Notes.

Appointment ListingNotes can be printed as a hard copy, to the screen, as a file, or attached as an e-mail by using the Appointment Listing. In the Include area, select Notes.

Purging NotesOld notes can be deleted by matter, lawyer, contact, or date range. To remove notes use the Purge Calendar Entries tool.

Pull-down menu: Data Entry > Notes


Chapter 19-4Working With Documents, E-mails, and Precedents

ContentsAbout Documents, E-mails, and PrecedentsEnabling and Preparing Document ManagerNew DocumentOpen DocumentAdding DocumentsDocument TypesPreparing E-mail SettingsAdding E-mails to PCLawCreating PrecedentsInserting PCLaw Fields in Word DocumentsSaving Word Documents as PrecedentsAdapting Precedents to MattersAdding Documents Using Windows ExplorerIntegrating PCLaw with Microsoft WordIntegrating PCLaw with WordPerfectWorking With Documents In PCLaw ModulesDocument Reports

About Documents, E-mails, and PrecedentsPCLaw provides the capacity to manage documents, e-mails, and precedent templates. Much of the management of this resource is performed using Document Manager. However, the creation and upkeep of document extends beyond the Document Manager module.

Terminology note: The terms document, e-mail, and precedent refer specifically to documents, e-mails, and precedents, respectively. Material and items are used as generic terms to refer to all of documents, e-mails, and precedents.

For PCLaw users with multiple sets of books: To prevent unwanted data exchange between different PCLaw books, if you have multiple sets of books, only one set of books should be enabled to connect to other programs at any one time.


Enabling and Preparing Document ManagerPrior to using any of the document features, Use Document Manager must be enabled. This can be performed when installing PCLaw as prompted, or on the System Settings > Front Office tab after PCLaw is installed.

Enabling Document Manager requires PCLaw to be restarted. Once restarted, Document Manager and Documents appear on the File pull-down menu. Doc(ument)s and E-mail tabs are added to Matter Manager and Contact Manager. A Document tab appears in Workstation Settings. Document Listing appears on the Report pull-down menu.

When Document Manager, other System Settings options can be set for precedents, Quick Docs, and legacy documents that are accessed in Matter Manager, Contact Manager, and Document Manager.

New/Open Document

The New Document feature provides a quick and easy method to adding documents within PCLaw without opening one of Document Manager, Matter Manager, or Contact Manager. When selecting New Document, an Open window appears overtop an Add PCLaw Document window.

Use Open Document to view the properties of documents previously added to Document Manager. When selecting Open Document, an Open window appears overtop an Add PCLaw Document window.

Adding and Changing Documents Whatever method you use to add documents to PCLaw, you are prompted with an Add PCLaw Document window. Use this window to complete information on the document.

For Microsoft Word and Corel WordPerfect, the matter is selected prior to saving the document.

The Contact button is not available for Word and WordPerfect. For Word, the contact is selected prior to saving the document. For WordPerfect, contacts are not accessible using the PCLaw Document toolbar and therefore cannot be saved through the application.

If you are adding a document from within PCLaw: Click New to add additional documents. The New button is not available when adding a document from Word, WordPerfect, Outlook, or Windows Explorer.

The document is saved to the matter and can be accessed on the Document tab of Document Manager and the Docs tab of Matter Manager. If a contact was associated with the document, it can also be accessed on the Document tab of Contact Manager.

Pull-down menus: File > Document > New Document

File > Document > Open Document


Document TypesUse document types to classify documents, e-mail, and precedents into related groups such as affidavits, contracts, or incorporation documents. Document types consists of a four digit alphanumeric abbreviation and a short description. Use or modify the Document List tool to add and maintain a list of document types.

Preparing E-mail SettingsE-mail can be added to PCLaw as it is being sent or from any folder in Outlook. E-mail recorded in PCLaw can be viewed by matter, contact, or keyword. E-mail is a component of Document Manager and works in conjunction with Microsoft Outlook only. PCLaw does not currently link with any other e-mail applications, including Outlook Express. It is possible to save e-mail from other e-mail applications if the e-mail is first saved as a unique file.

The connection for e-mail tracking can be enabled in PCLaw only, on the Connection Settings > Connection Settings tab.

Once e-mail tracking is enabled, you have the option to record all new e-mail in PCLaw, be prompted prior to recording individual new e-mail, or automatically do not record e-mail in PCLaw. The options for when e-mail is recorded in PCLaw can be set in PCLaw on the Outlook tab.

The options for how e-mail is recorded can also be enabled in Outlook. It is not necessary to adjust these settings in both PCLaw and Outlook, as changes made in PCLaw is communicated to Outlook and changes in Outlook are communicated to PCLaw.

Adding E-mail E-mail can be recorded in PCLaw as it is being sent or directly from an Outlook folder. E-mail, saved as a file can also be added to PCLaw. When any e-mail is saved to PCLaw, an Add PCLaw Document window appears to record the properties of the e-mail. All e-mail recorded in PCLaw must be associated with a matter.

The e-mail is sent prior to the PCLaw prompt appearing. Therefore, clicking No on the prompt or Cancel in the Add PCLaw Document window will only cancel the e-mail from being recorded in PCLaw. It does not retract the e-mail or prevent it from being sent.

E-mail can only be recorded in PCLaw one at a time. If multiple e-mails are selected, the PCLaw icon becomes unavailable.

E-mail saved outside of Outlook as its own file can be recorded in Document Manager. This method will also work with Outlook Express and other e-mail applications.


Creating PrecedentsPrecedents represent a standard library of document templates that can be easily recalled, modified, and customized for use with a specific matter. A precedent can be created from any document and saved to the precedent library. PCLaw data fields are then inserted into the precedent document creating a template. When next the precedent is opened and a matter or contact is selected, the PCLaw fields automatically fill with information for those persons. The new document is then saved to the matter. The precedent template is preserved in its original format, and can be used repeatedly.

To work with precedents, Use This Set of Books when Connecting to Other Programs. and Enable Connection with Microsoft Word must both be enabled on the Connection Settings > Connection Settings tab.

After logging into Microsoft Word, you should immediately see the PCLaw Document toolbar. If the toolbar is not present, you must enable it from the View > Toolbars pull-down menu, in Microsoft Word.

Inserting PCLaw Fields into a DocumentWhen inserting PCLaw fields into a document to create a precedent template, the document can be a newly created file or a pre-existing document. For new documents, the standard text can be typed first, with the PCLaw fields being inserted into their proper locations second, or the fields can be inserted while creating the text itself.

When creating a precedent template, select a matter that typifies that particular precedent. The matter information itself is not saved within the precedent, but the added fields are. One or more contacts can also be included in the precedent template, however it is not mandatory to include a contact.

Saving Word Documents as PrecedentsDocuments can be saved to PCLaw by selecting As Precedent. The precedent is then listed on the Precedents tab of Document Manager. Since a precedent is a standard document template, it is not saved to a matter.

If Save Document to Subfolders Based on Document Type is selected on the Document tab of System Settings, the precedent is automatically saved to the folder set aside for that particular document type.

Adapting Precedents to a MatterAfter creating a precedent template, including matter and contact (optional) information, the precedent can be accessed at any time to create a specialized document for a matter.

Once the precedent template is open, type or select a matter to use from the Matter box.


Adding Documents Using Windows ExplorerIn Windows Explorer can documents be added simultaneously to PCLaw. Documents can be added using the PCLaw toolbar on the Windows task bar or directly from the folder where the documents are located.

Use This Set of Books when Connecting to Other Programs. and Enable Connection with Windows Explorer must both be enabled on the Connection Settings > Connection Settings tab.

Integrating PCLaw with Microsoft WordA feature of Document Manager is the integration of PCLaw information into Microsoft Word. Information can be imported into Word for individual matters or contacts. Documents saved in Document Manager can be sourced and opened. Word documents can be saved to Document Manager to a matter or as a precedent.

Use This Set of Books when Connecting to Other Programs. and Enable Connection with Microsoft Word must both be enabled in Connection Settings.

Integrating PCLaw with WordPerfectDocuments saved to matters in Document Manager can be accessed from the PCLaw Document toolbar in WordPerfect. Corel WordPerfect documents can be saved directly to matters in PCLaw. The toolbar also provides a shortcut to the Legacy folder, as specified in PCLaw.

Use This Set of Books when Connecting to Other Programs. and Enable Connection with WordPerfect must both be enabled on the Connection Settings > Connection Settings tab.

Logging Into Microsoft Word or WordPerfectWhen opening Microsoft Word or WordPerfect for the first time in a workstation session, you are prompted with a Login to PCLaw window.

The login window is for signing into PCLaw Document Link Manager. Document Link Manager is the utility that extracts information from PCLaw and makes it available on the PCLaw toolbar in Word.

If PCLaw also links to external applications such as PCLaw TE, Amicus, Time Matters, or Microsoft Outlook, a Change Firm button is available. Do not use the Change Firm button when using Microsoft Word, as it can lead to information transfer between the selected sets of books. To change the PCLaw books that is integrating with Microsoft Word, deselect Use This Set of Books when Connecting to Other Programs on the Connection Settings tab prior to enabling the settings in the second PCLaw set of books.

As Document Link Manager remains open in the system tray, you are required to log onto the utility only once during a workstation session.


Working With Documents in PCLaw Modules

Matter ManagerThe Docs and E-mail tabs in Matter Manager display documents and e-mails associated with the currently selected matter. The Matter Manager grid works similarly to the grid in Document Manager.

The Matter Manager > Docs tab displays documents associated with the matter.

The Matter Manager > E-mail tab lists e-mail associated with the matter.

Contact ManagerThe Document and E-mail tabs in Contact Manager display documents and e-mails associated with the currently selected contact. The Contact Manager grid works similarly to the grid in Document Manager.

Although the Contact Manager > Document and E-mail tabs display items associated with contacts, those items still must be associated with a matter. Associating a document or e-mail to a matter that is also linked to a contact does not directly associate the document to the contact. The contact must be selected in the Document Properties window.

The Contact Manager > Documents tab displays documents associated with the contact.

The Contact Manager > E-mail tab lists e-mail associated with the contact.

Document ManagerUse the E-mail tab of Document Manager to view, forward, change, and remove e-mail within PCLaw. This section describes the different components of the E-mail tab.

Use the Document Manager > Precedent tab to view, manage, add, modify, and remove precedents within PCLaw. This section describes the different areas of the Precedent tab.

ReportsThe Document Listing is the primary report for printing document information. However, other reports in PCLaw offer selective information on PCLaw documents.

Document ListingThe Document Listing provides document, e-mail, and precedent information for a matter, client, lawyer or firm. The report can be created by author, document type, creation or modified date, or by a key word or phrase within the title, body, or description of the document. Contact information can be included or excluded.

Document TypesThe Document Types report, run from Document Types window, lists the nicknames and descriptions of document types.

Matter StatusInformation on Matter Status report includes the last document added to the particular matter, when it was added, and the author who added it.


Chapter 19-5Using Document Manager

ContentsAbout Document ManagerSelecting Items to ViewDocument TabE-mail TabPrecedents TabResearch TabSecurity

About Document ManagerDocument Manager is a multi-purpose utility timekeepers use to work with documents, e-mails, precedent templates, and saved research. The module stores documents, e-mails and research related to matters, and organizes precedents for easy use.

Terminology note: The terms document, e-mail, and precedent refer specifically to documents, e-mails, and precedents, respectively. Material and items are used as generic terms to refer to all of documents, e-mails, precedents, and research.

Prior to using any of the Document Manager features, Use Document Manager must be enabled. This can be performed when installing PCLaw as prompted, or through System Settings after PCLaw is installed.

Selecting Items to ViewOn the Documents, E-mail, and Precedents tabs, click the Select button to view all documents, e-mails, or precedents according to the selected tab. To refine your search, fill in one or more of the search criteria located above the grid area of the window. For documents, e-mail, and precedents, select Filters to further narrow your search.

The Research tab has its own unique selection criteria.

Documents TabUse this tab to search for and manage documents. Documents appear on this tab when they are saved to matters either through Document Manager, Matter Manager, Contact Manager, Add Document, Microsoft Word, Corel WordPerfect, or Windows Explorer.

E-mail, precedents, and contents of the legacy folder can also be displayed on this tab by selecting the appropriate filter options. Research items cannot be displayed on this tab.


E-mail TabE-mail is saved to PCLaw either through the PCLaw icon in Outlook, when sending an e-mail, or by adding an e-mail that was saved as a separate file. Enable Connection for E-mail Tracking must be enabled on the Outlook tab of Workstation Settings to record e-mails from Outlook.

Documents, precedents, and contents of the legacy folder can also be displayed on this tab by selecting the appropriate filter options. Research items cannot be displayed on this tab.

Precedents TabThis tab displays all precedents saved to PCLaw as added through Microsoft Word. WordPerfect documents cannot be saved as precedents.

The grid can display all precedents, restrict precedents through filter options, or by using the folder pane.

To use the folder pane, Save Documents to Subfolders Based on Document Type must be selected on the System Settings > Front Office tab.

Subfolders are not created until a precedent using that document type is saved. If no subfolders appear, the Document Type box is empty for all precedents.

Research TabThis tab displays all research saved to PCLaw as added through the Lexis Research feature. The Lexis Research window can be accessed by selecting Research on the File > Document pull-down menu or by clicking the Add or Change button on this tab.

Document Manager SecurityIn order to view information for individual tabs and other functions, the user not only needs to be assigned rights to Document Manager, but also to selected PCLaw features. For Document Manager, access to the specific reports and features are required.


Chapter 19-6Researching With PCLaw

ContentsAbout ResearchingEnabling Research ManagementPreparing the WorkstationAdding ResearchReviewing Research History

About ResearchingPCLaw now gives you the ability to combine the time and expense tracking features of PCLaw with the extensive capabilities of LexisNexis research services, including Quicklaw.

Using the Research Management feature in PCLaw, you interact directly with Lexis.com and Quicklaw.com websites with your existing subscriptions to their respective research systems. PCLaw keeps track of your searches and stores the information, including URLs, time spent, and costs incurred.

The Matter Manager and Document Manager Research tabs allow you to access your search history quickly. The Research Listing is available on the Reports menu.

Enabling Research Management

In order to access the Lexis.com or LexisNexis Quicklaw research website, you must have a subscription to their systems. The Activate LexisNexis Research check box must be enabled to use the PCLaw Research features. Use the System Settings > Research tab.

Preparing the Workstation

Once you have added sources to PCLaw, you can create defaults for different workstations in your office. You can change the default Research setting for a workstation, choose to charge time and/or expense when doing research, and set default explanation codes, rates, and G/L accounts. Use the Workstation Settings > Research tab.

Pull-down menu: Options > System Settings > Research tab

Quick Step: Utilities > System Settings > Research tab

Pull-down menu: Options > Workstation Settings > Research tab

Quick Step: Utilities > Workstation Settings > Research tab


Adding New Research

The Lexis Research window has specific areas dedicated to recording the research item in PCLaw, managing logged research projects, and selecting the research database and parameters.

Research sources are added on the Research tab of System Settings or the Research tab of Workstation Settings.

Reviewing Research HistoryYou can view existing research entries by matter, search type, description keywords and even which PCLaw user created the research entry using the Research tabs of Matter Manager or Document Manager. Additionally, you can run the Research Listing to view all the entries in a specific date range and enjoy the different sort options. All options allow you to drill down on an entry to view its detail.

The Matter Manager > Research tab lists research items that are associated with the matter. To access the Research tab, the user must be assigned rights to the Research Listing.

The Document Manager > Research tab displays all research saved to PCLaw as added through the Lexis Research window. Use the tab parameters to restrict the research items listed. Click the Add button to conduct additional research.

The Research Listing displays research items performed and saved in PCLaw. The report can be generated by matter, client, lawyer, user, or research type. Text contained in the general description cab also be referenced. Items can be sorted by matter, research date, or entry order.

Pull-down menu: File > Document > Lexis Research

Toolbar:

Document Manager:

Matter Manager:


20Creating Templates

Creating Billing Templates .......................................274

Chapter Twenty 273

Chapter 20-1Creating Billing Templates

ContentsAbout Creating Billing TemplatesCreating Sections on TemplatesAdding ElementsFormatting TemplatesPage Setup

About Creating Billing TemplatesMany features in PCLaw, such as labels, G/L statements, and checks and receipts send output to both screen and printer using templates. The Create Bill, Pre-Bill, Quick Bill, Request Bill, and Settlement Statement tools all use billing templates to display output. Most billing templates can be modified to suit the user’s requirements. Use the Template Editor to create your own billing templates or to modify existing ones.

Creating Sections on TemplatesBilling templates consist of one or more sections. Each section contains one or more elements, and each element contains either text, token, a shape, or a graphic.

A section is used to group related elements. A Fee section, for example, contains only tokens relevant to fee information. The type of template you are working with determines what sections are available. A section may have other sections dependant on it. The Fee section may also have two Miscellaneous (Fees) sections. Additional Conditional sections may exist, to accommodate events that may happen on some invoices but not all, such as discounts, previous payments, general retainer refurbishment, etc. A Conditional section only prints if the values of the tokens in the section are not equal to zero.• Defining Sections• Working with Miscellaneous Sections• Working with Fee, Disbursement and Trust Sections• Creating Fee, Disbursement, and Trust Sections• Adding, Removing, and Resizing Sections• Specialized Sections.


Defining SectionsA billing template contains many specialized sections that determine the type of information that appears in that particular area. Sections can be conditional, meaning they show only if there are transactions to be reported corresponding to the tokens contained in that section.

The section type appears in the right hand margin in the template editor window. The active section is highlighted in green, while other sections display a gray background. When a section is active, you can make additions or modifications to its contents. To make a section active, click within the white area of the section with your mouse.

A perforated line separates each section. By default, this line is visible. To hide the line, deselect Section Separators from the View pull-down menu.

A basic bill template can be created using the following sections:• Miscellaneous• Fees• Disbursements• Trust• Conditional.

Working With Miscellaneous SectionsThe Miscellaneous section can appear multiple times on a template with a large variety of uses. Miscellaneous sections can provide: • Pertinent client and firm information, such as client name and address, invoice number,

date, and firm name• Billing totals, such as previous balance, payments, and balance now due • Information to the client such as payment conditions, disclaimers, or tax certification • Column or section headings.

The Miscellaneous section contains the greatest array of tokens. To make selecting the proper token more convenient, they are divided into categories:• Activity For use with Past Due Notices• Address Client and firm information• Aging For use with Past Due Notices• Interest Interest information• Invoices Invoice history• Matter Matter information• Other Miscellaneous billing and matter information • Payment Payment history• Previous Previous billing information• Taxes Tax information• Totals Billing totals.

In the Options area on the toolbar, the Miscellaneous section can be customized to correspond to other specialized sections on the template.

A Miscellaneous (Fees) section can be created above a fee section with the column headings for that section. A second Miscellaneous (Fees) section is created below to show total fees.

Chapter Twenty 275

Working With Fee, Disbursement, and Trust SectionsThe Fees, Disbursement, and Trust sections have much in common. The sections are conditional, meaning they do not appear on an invoice if there are no fees, disbursements, or trust activity, respectively, to be billed. Each section has a unique but limited selection of tokens that can be included within the section.

When billing matters with multiple clients, headers and footers can be added to each of the Fees, Disbursement, and Trust sections:.

• Select Matter Titles to show matter nickname and description information.• Select Matter Totals to show billing totals.

The Fee section for both Matter Title and Matter Totals, and the Trust Section for Matter Totals each contain additional tokens.

• To have time entry explanations print on the invoice in paragraph instead of block style, select Paragraph Style.

By default, the border is not shown dividing the Matter Titles, Matter Totals from the body of the Fees section. To display the boundary on the screen, select Section Header/Footer from the View pull-down menu. The header and footer are separated from the body of the section by a patterned line.

Creating Fee, Disbursement, and Trust Sections

Different template sections interrelate with each other. The main section displays all transactions may have also have a header section that stores and footer.

Adding, Removing, and Resizing SectionsAt any time during or after the template is created, additional sections can be added, resized or removed from the template.

Adding a Section

A new section can be added to the top, middle, or end of any template.

Sections can also be added by using shortcut keys on your keyboard. Press the INSERT key to add a section above the highlighted section or CTRL+ENTER to add a section below the highlighted section.

Selecting New Section from the Edit pull-down menu places the section at the bottom of the template, while Insert Section gives the option of adding the new section above or below the currently highlighted section.

Template Editor: Edit > New Section

Template Editor: Edit > Insert Section > Above

Template Editor: Edit > Insert Section > Below


Moving a Section

If a section is not in the correct location, it can be shifted upwards or downwards.

Resizing a Section

The section created may not be the size required for its intended contents. Sections can be resized by dragging the borders, or through the Resize Section window.

Removing Sections

Sections can be removed by highlighting the section and selecting Remove Section from the Edit pull-down menu.

Specialized SectionsSpecialized sections provide additional information on the invoice. They include:

• Invoice History—Displays a billing history for the matter• Payments—Displays a payment history for the matter• Receipts—Supplies detail for applied general retainers• Special Fees—Client expense recoveries, for Alberta firms only• Summary—To summarize invoice by lawyer• Task Summary—To summarize invoice by task code• Trust Summary—To summarize trust amounts• Conditional—If the conditional section token is not able to pull a non-zero value, the

section does not appear on the bill

Template Editor: Edit > Move Section > Up

Template Editor: Edit > Move Section > Down

Template Editor: Edit > Resize Section

Template Editor: Edit > Remove Section

Chapter Twenty 277

Adding ElementsA template consists of elements that are categorized as text, tokens, graphics, and shapes. Each has a specific function in the presentation, appearance, and importation of information on the template. Each element is described separately. The last procedure describes how to move and place elements on the template.• Adding Text Elements• Adding Tokens• Adding Shapes• Adding Graphics• Arranging Elements.

Adding Text Elements

A text box is an element that allows you to place labels or titles on the template. Text boxes appear on the template regardless of the information extracted or not extracted from token elements, providing they are not located in a conditional section.

By default, text elements appear without a border. To show the text element border, select Element Frames > Text/Graphics/Shapes from the View pull-down menu.

The Font Window

Use this window to select fonts, weight, and size for text.

Adding TokensA token is an element that extracts information from your PCLaw database. Creating a token is similar to the creation of a text box. When a section is selected, the list of tokens designed for that section type is listed in the column to the right of the template layout.

A token can also be added through the Element Properties window.

The Element Properties Window

Use the Element Properties window to change alignment, font, and format. For date tokens, click the Date button to set the appearance of the date on the bill. For currency tokens, click the Currency button to set the appearance of currency values on the bill. For number tokens, click the Numeric button to format numbers on the bill.

Adding ShapesShapes, in the form of lines and rectangles can be added as graphic elements to the template for cosmetic or formatting purposes. Click the Outline button to set the direction of the line. Click the Fill button to shade two dimensional shape elements.

Template Editor: Edit > Create Element

Template Editor: Edit > Element Properties > Font button

Template Editor: Edit > Element Properties


Adding GraphicsGraphics such as logos, clip art, or photos can be inserted in the template providing they are in the following formats:

Arranging ElementsAfter an element is added, modifications can be made to the element to better suit the needs of the template. This topic describes these procedures:• Modifying Element Properties• Resizing Elements• Moving Elements• Enabling Snap• Enabling Grid Lines

Modifying Element PropertiesTo open the Element Properties window, double click on the element you wish to change.

Resizing ElementsYou may find that an element is not wide or tall enough. An element that is of insufficient size for its contents may not completely display the contents when the template is printed out. When changing the size of a token, we recommend turning on Element Frames > Tokens under the View pull-down menu to more easily maneuver through this process.

1. Position your mouse on the side of the element border to change (i.e. top, bottom, left, or right) until the cursor transforms into a 2-way black arrow.

2. Drag the border to its preferred height or width.

Moving ElementsAn element may be in the wrong location, or does not line up with other elements on the same horizontal or vertical plane. Click and hold your left mouse button in the center of the element until the cursor transforms into a 4-way white arrow. Drag the element to its preferred location.

Enabling Snap

To assist in aligning tokens, the template editor has a snap option. When snap is enabled, the elements are lined up on the same horizontal. Underneath the elements is a grid. Snap fits the elements to specific positions on the grid as defined by the grid size. This automatically aligns the element horizontally and vertically.

Enabling Grid Lines

To show the grid, select Grid Lines from the View pull-down menu.

.bmp .jpg .gif

.tif .tga .pcx

Template Editor: Options > Snap Options

Template Editor: View > Grid Lines

Chapter Twenty 279

Formatting TemplatesThe Template Editor provides several features that determine the final appearance, format, and contents of the template. The template can be converted into a Summary template, be produced in a portable document, rich text, or text format, group like information, and add headers and footers.

Selecting Template TypesIf the template is intended for a client billing summary, click Client Summary on the Template Type area of the toolbar. A summary is printed when the following conditions are met:

• Print Client Summary is selected on the Options tab of the (Pre-)Bill Selections window

• There is more than one matter for a client.

• When Print Client Summary is selected, the invoice actually uses two templates, the regular billing template and the client summary template. In client summary templates, only the Miscellaneous and Client Summary sections are available.

If Client Summary is selected under Template Type in the template editor, all other billing sections, if present, need to be removed.

Selecting Output FormatsThe Disk Output Format specifies which file format is produced when the Editor or E-mail output option is selected during the billing process. Invoices can be outputted in portable document, rich text, or text formats.

Setting Report Options

Report Options determine how selected data appears on the final invoice.

Working with Background Elements

As with a word processing document, a template can be given a header or footer by way of having tokens placed in the margin of the page. Likewise, the first page configuration can be unique to all pages that follow.

Page Setup

Invoices can vary in size. As a result, the page configuration may need to be modified to fit the proper form. That is achieved in the Page Setup option.

Template Editor: Options > Report Options

Template Editor: View > First Page Background

Template Editor: View > Other Page Background

Template Editor: File > Page Setup


21Closing the Month/Year

Reconciling the Bank ................................................282

Creating G/L Adjustments ........................................284

Producing Financial Statements ..............................286

Closing the Month .....................................................292

Closing the Year ........................................................294

Budgeting ...................................................................296

Using the Lawyer Overview ......................................298

Chapter Twenty-one 281

Chapter 21-1Reconciling the Bank

ContentsAbout Bank ReconciliationsPreparing for Bank ReconciliationsAdding Prior ItemsWorking With Bank ErrorsCompleting the Bank Reconciliation

About ReconciliationUse the Bank Reconciliation to reconcile your bank statement within PCLaw to your PCLaw bank journals. PCLaw’s Bank Reconciliation reconciles two items:• the bank account to the statement received from the banking institution • the general or trust bank journal in PCLaw.

Although a relationship exists between the bank journal and its associated general ledger account and bank account summary, it is possible for a discrepancy to exist between these items without it affecting the bank reconciliation.

Preparing for the ReconciliationA bank reconciliation involves three stages of preparation.• organizing prior documentation• preparing the current bank statement• updating the bank journal.

If this is the first reconciliation for an accounting PCLaw, ensure the opening balance is correctly entered.

Organizing Prior DocumentationThe preparation materials may differ depending on whether this is the first reconciliation for this account or one in an ongoing chain of reconciliations.

If this is the first reconciliation for this account, you require the following:• the period bank statement from your banking institute• cancelled checks, debit memos, credit memos that came with the bank statement• the bank reconciliation for the month prior to the current bank reconciliation. The bank

reconciliation for the prior month should include an Outstanding Items list, containing all outstanding checks, receipts, and bank errors.

• copies of all deposit slips made during the statement period.

For on-going bank reconciliations for an account, all outstanding items are brought forward from the prior reconciliation period.


Preparing the Current Bank StatementTo simplify the procedure when performing the actual bank reconciliation, review the bank statement prior to performing the reconciliation.

By reviewing the bank statement ahead of time, you are checking for possible errors and determining the tasks to perform in PCLaw before starting the reconciliation.

Updating the Bank JournalIn PCLaw, add items appearing on the bank statement, such as bank charges.

A check or receipt cannot be posted to a trust account without a matter number. Many bar associations and law societies do not allow a miscellaneous matter to be set up to accommodate adjusting entries. You may wish to advise your banking institute to post any trust debit or credit memos not associated with a matter to your general operating account. Consult your local bar association or law society for the proper rules and procedures in your area.

Adding Prior Items

If this is your first reconciliation of this account, or the account has been reset, the Prior Items window appears immediately upon clicking OK in the Select Account window. The Prior button is also available on the buttons panel to the right of the Mark Items window.

Once the Prior Items window has been closed, it can be opened from the Mark Items window by clicking the Prior button on the right hand side of the window.

Working with Bank Errors

A bank error is defined as an incorrect debit or credit on the bank statement of a check or receipt that the banking institution may correct at a later date. Since the correction will only appear on a future statement, an adjustment is required on the current bank reconciliation in order to reconcile. This is referred to as a New Error.

A New Error appears only on the bank reconciliation and does not affect the bank journal or associated general ledger balance. A New Error is added to the totals but does not appear as an individual entry on the Mark Items window for the current period. In subsequent reconciliations, a reversing entry appears on the Mark Items window. The error remains on the reconciliation until corrected by the banking institution and cleared in PCLaw.

Completing the Bank ReconciliationThe Mark Items window can be closed, ending the current bank rec session by clicking the OK button. Ending the bank rec session saves your work at its current stage. When you next reopen the bank reconciliation, you can continue your work from where you left off.

Bank Reconciliation: Mark Items window > Prior

Bank Reconciliation: Mark Items window > New Errors


Chapter 21-2Creating G/L Adjustments

ContentsAbout G/L AdjustmentsCreating G/L AdjustmentsCorrecting G/L Adjustments

About G/L AdjustmentsUse G/L Adjustments to adjust the balances of G/L accounts directly without affecting the associated sub-ledgers (journals). These transactions must be double-entry (consisting of at least one debit and one credit). When you create a G/L Adjustment, the total debits must equal the total credits before you are allowed to save the entry.

As with the other journals in PCLaw, the entries made in the General Journal are posted to the G/L when a Financial Statement is produced (in other words, your G/L is updated when you produce a new statement). All G/L adjustments can be added, changed or deleted with the G/L Adjustment feature.

You should not create G/L Adjustments for control accounts. Control accounts are G/L accounts which must balance with their associated sub-ledgers (journals). They include:

• 1000 — General Bank Account 1• 1100 — Trust Bank Account 1• 2100 — Trust Funds Owed• 1200 — Accounts Receivable • 1201 — Provision for Bad Debts • 1210 — Client Disbursements Recoverable • 5010 — Client Disbursements Expense • 2420 — Transaction Levy, if applicable• 2450 — Sales Tax Payable, if applicable• 2000 — Accounts Payable.

Not all accounts are present for a particular method of accounting. Some accounts are available for PCLawPro and PCLawPro Enterprise only.

For firms collecting GST, The GST Payable (2400) account is a control account. However, the account can be part of a G/L Adjustment if Show Journal Entry on GST Journal is selected.


Adding Adjusting Entries from the Accountant

Enter adjusting entries to apply to the general ledger but not to any source journal.

Some accounts in PCLaw are reserved, meaning they are associated to a specific journal in PCLaw. If the G/L account is in balance with its associated journal, continuing with this entry will put it out of balance. It is recommended to do any adjustments required to reserved accounts through the features associated with that account.

Correcting G/L Adjustments

You can correct G/L adjustments individually or by a range selected by account or date.

Pull-down menu: G/L > General Journal > G/L Adjustment

Quick Step: End of Month/Year > G.L Adjustment

Pull-down menu: G/L > General Journal > Correct G/L Adjustment

Quick Step: End of Month/Year > Correct G/L Adjustment


Chapter 21-3Producing Financial Statements

ContentsAbout Financial StatementsThe Common TabThe Other TabWorking with DepartmentsWorking with Parent and Sub AccountsProducing Consolidated StatementsProducing a Previous G/L StatementRe-Opening MonthsExporting G/L Information

About Financial StatementsFinancial statements are comprised of the general ledger, trial balance, income statement, and balance sheet. Activity is reported for a specified period of time, most commonly, for the period consisting of a calendar current month. Statements report on the profit and loss, and the current worth of the company.

G/L accounts do not store individual entries. Month end balances are saved separately to streamline statement creation, however actual transactions ares compiled from source journals to produce the requested statement.

Source journals such as the General Bank, Trust Bank, Client Cost, Billing (Fees), and Purchases journals are the primary reports in PCLaw. Financial statements and PCLaw productivity reports pull their information from these journals. Individual transactions posted on the general ledger indicate from which source journal the information is pulled.

Multiple G/L statements can be run simultaneously. For example, if a statement is open on your screen, a second statement can be produced without closing the first statement.

The income statement displays information for a specific period of time, whereas the trial balance and balance sheet display a point in time. The general ledger reports both the transactions for a specific period of time as well as the balance that is carried forward from the reporting period start date.

The general ledger lists all general ledger accounts matching the selected criteria when generating the report. The ledger provides the opening and closing balance for each account for the report period, and if requested, can display individual transactions.

When Detailed Report is not selected on the Statements > Common window, the general ledger displays the opening and closing balance for each account matching the selected criteria when generating the statement. Transactions are summarized into debit and credit entries by source journal and reserved account status.


The trial balance lists all active, non-zero balance accounts and reports their balance in the respective debit or credit column. The columns are totalled and an Overall Balance of zero should be reported at the bottom of the report. Directly beneath the title on the trial balance is the caption: For Period Ending: followed by a date. Balances are reported as of the end date specified for the statement.

The income statement compares revenue and expense accounts for a specified period of time. The difference between total revenue and total expense is reported as Net Income.

The income statement reports only a specific period of time. The balances displayed on the statement are summed from transactions posted between the Start and End dates specified on the Statements > Common window.

The income statement includes only two G/L account types, income and expense. Both account types are zeroed out at year end. If the income statement is run for the last month of the fiscal year, it calculates all income and expense for that report period. Year to Date sections display values from the start of the fiscal year. If the income statement is run for the first month of the next fiscal year, the year to date figures will calculate only from the start of the new fiscal year. This is true if year end has been run, or twelve months have passed since the last fiscal year.

The balance sheet shows the worth of the firm. Like the trial balance, the balance sheet depicts a point in time. The equity accounts forecast how net income would be distributed if an End of Year process was performed at the End Date of the Current Report Period.

The balance sheet contains three separate sections. Assets can be current or fixed. A current asset is defined as an asset that can be converted quickly into cash. Liabilities can be short term or long term. The equity account type can have equity accounts that carry the balance forward indefinitely, or retained accounts that zero out at year end.

The Common Tab

General ledgers, trial balances, income statements, and balance sheets can all be produced from the Common tab. The statements can be produced individually or simultaneously.

You can also select accounts by account type; current assets, fixed assets, short term liabilities, long term liabilities, equity, retained earnings, income, and expense.

Pull-down menus: G/L > G/L Statements > Common tab

Reports > G/L Statements > Common tab

Quick Step: End of Month/Year > G/L Statements > Common tab


The Other Tab

The Other tab provides additional parameters for running financial statements. Run reports by department, category or cost center. Show accounts that currently have a zero balance. For PCLawPro and PCLawPro Enterprise, include parent and sub-accounts, or for firms with multiple sets of books, produce consolidated statements.

Working With DepartmentsPCLaw has the ability to organize financial statements by departments on two different levels.

You can group general ledger accounts by departments, including assigning department accounts to timekeepers. Financial statements can be generated for an individual department. You can use or change existing departments as provided by PCLaw or add your own.

You can categorize income by department. This level includes creating income G/L accounts for departments and using them in place of lawyer fee accounts. Departments can subsequently be applied to individual matters and used to track revenue during the billing/payment process. Summary by Department and Summary by Department by Lawyer sections can be included on some reports. Most reports can be generated by department.

Tracking G/L Revenue by Department Revenue can be tracked by using lawyer fee accounts or by departments. Income G/L accounts can be assigned for any department, and these accounts take the place of lawyers’ fee accounts.

To use department, Track G/L Revenue by Department must be enabled on the System Settings > Other tab.

When changing how G/L revenue is tracked, the change is effective for future revenue only. Adjustments are not retroactively made to revenue previously posted to the general ledger. Therefore, if you choose to track G/L revenue by department instead of by lawyer, the lawyers’ fee accounts still appear on the prior period and comparative sections of any financial statement until those periods are no longer included in the historical range of the financial statement.

In order for your financial statements to provide consistent results, do not repeatedly change how revenue is tracked over a period of time. Since historical information is not modified, changing the tracking method makes the financial statements difficult to use for comparative purposes.

Pull-down menus: G/L > G/L Statements > Other tab

Reports > G/L Statements > Other tab

Quick Step: End of Month/Year > G/L Statements > Other tab


Producing ReportsThrough PCLaw, you can generate a list of department codes, summary sections by department and by department and lawyer, and reports filtered by department.

The Department Codes report is produced through the Department Codes feature. This report lists the nickname and name of the department code and the income G/L accounts.

Certain PCLaw reports contain an optional Summary by Department section. Some also contain an optional Summary by Department and Lawyer section. These options can be selected on the Other tab of the reports listed below. The options only appear if Track G/L Revenue by Department is enabled on the Other tab of System Settings.

On the Matter tab of most matter-based reports, a Department area enables the report to be run for one or multiple departments.

Working With Parent and Sub AccountsG/L accounts of the same type can be grouped under a parent account. An income statement or balance sheet can then be generated displaying the sub account, the parent account, or both. For PCLawPro systems, parent accounts can be used to group like accounts when creating consolidated income statements.

A parent account is an umbrella account, under which all linked sub accounts are found. A parent account is not utilized by itself and cannot be the recipient of data entry. There are strict rules governing the creation and use of parent accounts. A parent account:• must have the same account type as its sub accounts• cannot have a balance or any activity• cannot be a reserved account.

Producing General Ledger StatementsAn income statement or balance sheet can be generated to show sub accounts only, parent accounts only, or both sub and parent accounts. Selecting either sub or parent accounts do not affect the overall balance of the statement.

Parent and sub-accounts are available for income statements and balance sheets only.

When displaying both parent and sub accounts, sub accounts appear as indented under the parent account. The balance of sub accounts are separated from the balance of regular accounts. A summation line Total {name of parent account} appears underneath with the sum of all parent accounts.


Producing Consolidated StatementsWith Consolidated Statements you can run statements combining the data for 2 sets of books. The consolidating process places accounts from both sets of books onto one statement. Accounts with the same nickname are combined into the same account.

Consolidating statements does not change or transfer data on either set of books.

Parent accounts can streamline the appearance of consolidated income statements and balance sheets. The sets of books being consolidated may not have the same accounts or the same nicknames for similar type accounts. An example is lawyer equity and fee accounts.

Common parent accounts can be created in both sets of books to better group similar account types.

Run Consolidated Statements and select the second set of books from the available list.

Producing Previous G/L Statements

To print an Income Statement or Balance Sheet from a previous month, use the Previous Statements feature on the G/L pull-down menu.

If the activity in the account during the reporting period brings the closing balance to zero, that account does not appear on a statement if Print Zero Balance Accounts is not selected.

Re-Opening Months

When you realize that an error has occurred in a closed month, and requires correction, use Re-Open Month to retrieve the information from the closed month. After opening the month, print the modified General Ledger Statements and close the month again. You can re-open any of the 12 previously closed months.

Pull-down menu: G/L > Previous Statements

Pull-down menu: G/L > Re-Open Month


Exporting G/L InformationPCLaw allows you to export month-end G/L balances to a spreadsheet application such as Microsoft Excel, Lotus 1-2-3 and Multiplan or to Quickbooks. You must close the month before you can export the balances. To export the balances, specify the spreadsheet application, which month to export, a name for the file in which you will store the balances, and the location to store the file.

The export feature creates a file containing the following items:• G/L account nicknames• G/L account names• month-to-date balances• year-to-date balances• budget figures for the month• budget figures for the year.

Exporting to Spreadsheet

Use Export to Spreadsheet to export your PCLaw accounting information into a format that can be read by a number of spreadsheet applications.

If you do not specify a path for the export file, PCLaw stores the file in “..\DATA\DYNDATA” of your PCLaw system. If you do not assign a file name to the export file, PCLaw stores the figures in the following files:• Excel YYYYMM.slk• Lotus 1-2-3 YYYYMM.prn• Multiplan YYYYMM.mp

YYYYMM represents the year and month that you are exporting.

After you have exported the G/L balances to an export file, open your spreadsheet application. Use the open, import or load feature (usually in the File pull-down menu) in the application to open the file in that application.

Exporting to Quickbooks

Use Export to Quickbooks to export your PCLaw accounting information into a format that can be read by Quickbooks.

If you do not specify a path for the export file, PCLaw stores the file in “..\DATA\DYNDATA” of your PCLaw system. If you do not assign a file name to the export file, PCLaw stores the figures in the file: YYYYMMDD to YYYYMMDD.IIF

YYYYMM represents the year and month that you are exporting.

Pull-down menu: G/L > Export to > Spreadsheet

Pull-down menu: G/L > Export to > Quickbooks


Chapter 21-4 Closing the Month

ContentsAbout Closing the MonthG/L Reconciliation ReportPreparing for End of MonthProducing Financial StatementsClosing the Month

About End of MonthTo close a month is to finalize entries for that month. Journal entries are posted to the general ledger, and the account balances are frozen to prevent further changes to the financial statements for that period. Although a month can be reopened, a closed month prevents data from being backdated.

It is not mandatory to perform month end immediately after the completion of the calendar month. PCLaw allows up to 12 months to be open at any time before prompting the user to close a month. However, closing a month in a timely fashion serves a number of purposes.• Errors are promptly identified and corrected.• The reconciliation process becomes more manageable. Waiting until year-end to

reconcile the bank accounts and journals may present an overwhelming task.• You are prevented from making entries in periods that have already been reconciled.

Entries that have exceeded their allowable retention periods can be purged. This, in turn, helps to limit the amount of disk space used by PCLaw.

G/L Reconciliation Report

Prior to starting the month end procedure, all journals and ledgers should be reconciled. This involves different processes depending on the method of accounting. While all firms should follow the procedures set out by their accountants, PCLaw provides a convenient tool in determining if the accounts are reconciled, the G/L Reconciliation report.

Preparing for End of MonthWhen performing End of Month, refer to the following guidelines for the sequence of events.

1. Perform the bank reconciliation for each account.

Pull-down menu: Reports > G/L Reconciliation Report


2. Print the following PCLaw reports for the month.

Use the report Group EOM that is provided with PCLaw to print these reports each month. Goods and Services Tax Journal and Sales Tax Journal are not included in the EOM report group, so if required they will need to be added.

3. Print the following financial statements:• General Ledger• Trial Balance• Income Statement• Balance Sheet.

Producing Financial Statements

After all accounts are reconciled, and immediately before the actual end of month procedure is performed, financial statements should be printed. PCLaw requires a minimum of one financial statement to be produced prior to performing end of month. If another activity takes place between the statement and running end of month, the statement must be produced once more.

It is recommended that all financial statements are printed prior to closing the month

Closing the Month

Users can remain in PCLaw while End of Month is being performed, providing Purge Old Entries is not selected.

Client Ledger entries are not purged when Purge Old Entries are selected. Client Ledger entries are kept until that matter is archived or purged.

General Bank Journal (for all) Trust Bank Journal (for all) Billing (Fees) Journal

Write Up/Down Journal Client Costs Journal Client Trust Listing

Client Summary (detailed) General Journal Receivables by Client

GST Journal (if applicable) Sales Tax Journal (if applicable)

purchases journal payment listing payable listing

Pull-down menus: G/L > G/L Statements

Reports > G/L Statements

Quick Step: End of Month/Year > G/L Statements

Pull-down menu: G/L > End of Month

Quick Step: End of Month/Year > End of Month


Chapter 21-5Closing the Year

ContentsAbout Closing the YearAdding Adjusting Entries from the AccountantProducing Financial StatementsPerforming End of YearProducing the End of Year Adjustment Report

About Closing the YearWhen a firm completes its fiscal year, income and expense accounts need to be closed out to capital/equity. End of year is not performed immediately when the calendar year ends. Often year end adjusting entries prescribed by your accountant are required. Upon receiving these entries, backdate the adjustments to the last day of the prior fiscal year.

Before closing a year, the following conditions must be met:• all bank accounts reconciled• the accountant’s adjusting entries have been received and entered• financial statements are printed and compared• the last month of the fiscal year is closed.

PCLaw reports and financial statements can be printed to give the accountant so he can determine what adjusting entries are required. Once the entries are received and entered into PCLaw, generate a final set of financial statements. Compare the statements against your PCLaw reports. When reconciled, the last month of the fiscal year can then be closed.

Adding Adjusting Entries from the AccountantEnter adjusting entries provided by the accountant through the general journal. Use the last day of the end of the previous fiscal year for the date of the adjustment.

Producing Financial StatementsIf there is a delay in receiving the adjusting entries from your accountant and you wish to reconcile the first month in the next fiscal year, G/L statements for the new month can be created. For example, if December is the last month in the fiscal year, you can still create financial statements for the month of January, if needed.


Performing End of Year

End of Year closes the fiscal year according to the last month closed. It does not set automatically at the end of the calendar year nor to the default entry date in PCLaw.

For example: Today is January 15th, however the last month closed is November. PCLaw sets the year end as November 30th. For your fiscal year in PCLaw to be on December 31st, the month of December must be the last month closed prior to performing End of Year.

Producing the End of Year Adjusting Entries ReportA firm in PCLaw can be categorized as a partnership or corporation. The two categories present different accounting terminologies that appear on G/L statements.

At year end, all income and expense accounts are zeroed out, along with capital/equity accounts that are Retained type (see the table above). The End of Year feature automatically posts the closing entry as displayed in the End of Year Adjusting Entries report.

The End of Year Adjusting Entries report appears only when End of Year is performed and is not available as a selection from the Report pull-down menu. This report cannot be reprinted after it has been closed on the screen.

On the Income Statement, The Year to Date column sums from this day forward. During the first month of the fiscal year, the Current Period and Year to Date Amounts are equal.

Asset and liabilities on the Balance Sheet are not affected by the change in fiscal year. However, Equity/Capital accounts are adjusted according to the balance in the associated Income for Allocation or Retained Earnings accounts according to the following formula:

New Equity Balance = Old Equity Balance + Retained Earnings - Drawings.

The balance for the Income for Allocation and Retained Earnings accounts at the end of the year (December 31st) is transferred to the associated Equity/Capital accounts to start the new fiscal year. In our example, we do not have a drawings account.

Total Equity and Total Liabilities & Equity values do not change. The Income for Alloc account balance is moved to Equity. The Equity account is not associated with any lawyer.

Since corporations do not have specific lawyer accounts for retained earnings or equity, the balance of the Retained Earnings (3500) account less any drawings is moved to Capital.

Pull-down menu: G/L > End of Year

Quick Step: End of Month/Year > End of Year

Acct Nickname Acct Type Partnership Corporation

3000 Equity Equity Capital

3000-LN Equity Equity-Lawyer’s Name account does not exist

3500 Retained Income for Allocation Retained Earnings

3500-LN Retained Retained Earnings- Lawyer’s Name account does not exist

3501 Retained Drawings Drawings


Chapter 21-6Budgeting

ContentsAbout G/L BudgetingG/L BudgetingAbout Lawyer BudgetingBudgeting by MonthBudgeting by LawyerReport

About G/L BudgetingBudgets are used to forecast profit or loss, or to analyze and control spending in your firm. Budget figures can be estimated or based on actual balances from a previous month or year. By printing budget amounts along with actual figures on income statements and balance sheets, you can see at a glance how your firm is performing financially.

Use Budget Figures feature to enter, change, or print budget amounts for all your firm’s G/L accounts. To enter budget figures, choose which month you wish to enter. Accounts for income statements (income and expense accounts) and balance sheets (assets, liabilities, and equity accounts) are accessed separately. PCLaw calculates year-to-date budget figures by adding up the monthly budget figures you have entered for the year.

If your budget figures are identical for each month of the year, enter the figures for one month and use the Save As button, where you can specify the start and end period, to store these figures for consecutive months.

You can modify templates for income statements and balance sheets so they include budget figures if the default templates are not suitable. Use the budget tokens provided to create statements that print month-to-date and year-to-date budget figures alongside actual figures from the General Ledger.

G/L BudgetingUse the General Ledger Budgeting window to select the month and whether you are budgeting for income or company assets.


About Lawyer BudgetingLawyer Budgeting provides the capability to set target hours and values for each lawyer on a monthly basis. These targets can be compared to actual amounts by work completed, fees billed, and payments collected.

Lawyer Budgeting is separate from general ledger budgeting, found under the G/L pull-down menu. Information entered under Lawyer Budgeting is not transferred to G/L budgeting, nor does G/L budgeting information affect lawyer budgeting.

Budgeting by Month

Budget figures can be entered for a selected group of lawyers on a month by month basis, or by lawyer over a specified period. Preparing a budget by month is done through the Lawyer Budgeting feature on the Options pull-down menu.

Settings from when the window was last saved are not recalled when re-opening Lawyer Budgeting.

You cannot transfer information between lawyers using the Save As option. Lawyer budgets from the originating month are saved to the same lawyer for the selected target months, providing that lawyer is selected in the Save As window. Lawyers that are not selected in the Save As window do not have any budget information transferred to other periods.

You cannot transfer information between lawyers using the Load From option. Lawyer budgets from the source month are saved to the same lawyer for the current month, providing that lawyer is selected in the Load From window. Budget figures for lawyers that are not selected in the Load From window are not affected.

Saved budget information can be viewed by running the Lawyer Budgeting report.

Budgeting By Lawyer

Use the Lawyers and Rates feature to add budget information by lawyer for multiple months.

Lawyer Budgeting ReportThe Lawyer Budgeting report displays lawyer budget information both in the formats presented in the Lawyer Budgeting and Lawyers and Rates features. In addition, it compares budgeted figures to actual work done, fees billed, and payments received.

Pull-down menu: Tools > Lawyer Budgeting

Pull-down menu: Options > Lists > Lawyers and Rates > Budget Figures tab


Chapter 21-7Using the Lawyer Overview

ContentsAbout the Lawyer OverviewUsing the Lawyer Overview

About the Lawyer OverviewThe Lawyer Overview provides at a glance summaries for the selected lawyer for matters, time, work-in-progress, accounts receivables and trust. Separate values are provided for the lawyer in his role as client introducing, responsible, and working.

For time and hours worked, the goals assigned using the Lawyer Budgeting feature is displayed. If the lawyer, in the capacity of working lawyer meets his budgeted goals for either time value or hours, the respective button in the As Working column appears in red.

Using the Lawyer Overview

Click on the corresponding button to produce a detailed report of each balance.

Pull-down menu: Tools > Lawyer Overview


22Applying Taxes and Levies

Applying Sales Tax ....................................................300

Applying GST/VAT .....................................................302

Recording Transaction Levies (Ontario) ..................306

Recording Transaction Levies (Newfoundland) ......310

Charging Trust Administration Fees ........................312

Chapter Twenty-two 299

Chapter 22-1Applying Sales Tax

ContentsAbout Sales TaxEnabling/Changing Sales Tax for the FirmChanging Sales Tax for Multiple MattersChanging Sales Tax for Individual MattersBilling Sales Tax

About Sales TaxThis section if for firms that charge sales tax only.

Sales tax in PCLaw can be charged singularly on fees, disbursements, or both. For firms collecting GST or VAT, sales tax can be charged alongside or calculated after these taxes. For jurisdictions whose tax rate has changed at some point, sales tax can be set to charge at the former rate prior to the date, and at the new rate after the rate change.

Enabling/Changing Sales Tax for the FirmBefore applying sales tax to matters or charges, it must first be activated for the firm. Use the System Settings > Tax tab. Enabling Sales Tax for the firm will not change existing matters. Existing Matters must be changed individually through Matter Manager or as a group using Global Change Matters

Changing Sales Tax for Multiple MattersTax settings for existing matters can be changed universally through Global Change - Matters. This procedure is applicable whether you are applying sales tax for the first time, or affecting a change in the sales tax rate. • all matters for a single client• all matters for a responsible lawyer• all matters for the firm.

The tax rate for all matters of the selected group will be changed, even if individual matters are exempt. Use Matter Manager to adjust the rate for the individual Matters. Use Export Matters to compile a list of Matters who are tax exempt. Matters can be exported by GST Category. For firms not collecting GST, select a GST Category of S for sales tax only.


Changing Sales Tax Settings for Individual MattersSome matters may be exempt from sales tax or require other individual settings. To adjust sales tax for a single matter, click the Tax button on the Matter Manager > Billing tab. Tax settings for individual matters should be changed after Global Change Matters.

Billing Sales TaxStandard PCLaw billing templates already include sales tax tokens. If you are using a customized template that does not currently include sales tax tokens, those tokens will have to be added to the template.

When creating bills, sales tax to be charged to the matter appears on the Billing Information window. Accept or change this value.


Chapter 22-2Applying GST/VAT

ContentsAbout GST(VAT)Enabling/Changing GST Settings for the FirmChanging GST by RateChanging GST for Multiple MattersChanging GST for Individual MattersApplying GSTRemitting GSTReporting GSTAdjusting the GST Journal

About GST(VAT)This sub-chapter is for firms collecting GST only.

GST, when enabled, is payable on fees billed to clients and many client disbursements. GST defaults for the matter, calculated when a bill is created, is referred to as GST collectable and is payable to the federal government. The GST category, in the top portion of a general check window for example, is referred to as an Input Tax Credit, and it determines how much GST the firm is paying out.

How GST is implemented during billing is determined by the default GST category for the billed matter. The below table below provides an explanation of each category, and how it is displayed as a GST journal entry for billed disbursements of $100 with 6% GST and 8% Sales tax. Principle refers to the portion of the matter allocation that is neither GST nor Sales tax:

Category Explanation Taxable Supplies Billed Out > Sales

GST PayableBilled Out > Tax

Formula to calc tax

Yes (Y) GST is charged on the prin-ciple at the time of billing.

$ 100.00 $ 6.00 100 x 6%

No (N) GST is not charged, but the principle is included as a taxable supply.

$ 100.00 $ 0.00 100 x 0%

Both (B) GST and Sales Tax are charged simultaneously on the principle.

$ 100.00 $ 6.00 100 x 6%

Provin-cial (P)

PST is deducted from the principle prior to the GST calculation.

$ 100.00 $ 5.52 (100 - (100x8%)) x 6%

Sales (S) Sales Tax only is charged on a matter.

$ 100.00 $ 0.00 100 x 0%


For a General Check or a New Payable, a GST code is specified in the top section of the screen. This code tells PCLaw how to calculate the GST input tax credit. There are five categories available.

The table below offers a brief explanation of each category, and how it is displayed as a GST journal entry for billed disbursements of $100 with 6% GST and 8% Sales tax. Principle refers to that portion of the check that is neither GST nor Sales tax.

The GST category for general checks defaults to Y. If a portion of the check amount is allocated to one or more matters, the category for the allocation in the bottom section of the check defaults to the GST category for the matter, as found on the Matter Manager > Billing tab.

Cate-gory

Explanation Purchases Paid Out > Disb

Input Tax CreditPaid Out > Tax

Formula to calc tax

Yes (Y) GST is calculated on the princi-ple. Sales Tax is not calculated.

$94.64 6.36 (100/1.06) x 6%

No (N) Neither GST nor sales tax is calcu-lated on the principle, but the dis-bursement is included in the Total Purchases calculation on the GST journal.

$100.00 $0.00 100 x 0%

Provin-cial (P)

GST is calculated on the princi-ple. Sales tax has already been deducted.

$93.94 $6.06 ((100/1.06) x6%)/1.08

Exempt (E)

GST not calculated on the princi-ple. The check is not included in the Total Purchases on the journal.

No entry No entry

Zero (Z) GST remittance check posted to the journal as a paid installment.

$100.00Z 100


Enabling/Changing GST Settings for the FirmThe default tax settings for a set of books are created when the books are initialized. You can change these defaults on the Tax tab of System Settings.

The defaults in System Settings are assigned to each new matter as it is created. Changes made in System Settings do not affect pre-existing matters.

Changing GST/VAT by Rate

This tool prevents matters with a unique GST rate from being switched over, as would occur through Matter > Global Change.

When changing the GST rate on the System Settings > Tax tab, you are prompted to proceed immediately to the Change Matter GST Rates window. If you click Yes to change the rates for existing matters using the former GST rate, then this procedure is not necessary. If you opted to change the GST rate for existing matters at a later time, use this tool to change from one specific rate to another.

Using this tool does not change the GST rate in System Settings.

Changing GST Settings for Multiple MattersTax settings for existing matters can be changed universally through Global Change - Matters. This procedure is applicable whether you are applying GST for the first time, or affecting a change in the sales tax rate.

• all matters for a single client• all matters for a responsible lawyer• all matters for the firm.

The tax rate for all matters of the selected group will be changed, even if individual matters are exempt. To change only the tax rate of a specific GST Category, use Change Matter GST Rate.

Use Matter Manager to adjust the rate for the individual matters. Use Export Matters to compile a list of Matters who are tax exempt. Matters can be exported by GST Category.

Changing GST Settings for Individual MattersSome matters may be exempt from sales tax or require other individual settings. To adjust sales tax for a single matter, click the Tax button on the Matter Manager > Billing tab. Tax settings for individual matters should be changed after Global Change Matters.

Pull-down menu: Tools > Change Matter GST Rate


Applying GSTTransactions such as a general check or bill, impact the GST Journal directly, while other transactions, such as Receive Payment creates a GST calculation, but does not write an entry to the GST journal at that stage of the data entry/billing/payment process.

Remitting GSTA GST remittance check is issued for the Goods and Services Tax due to the government. The GST journal displays the amount of GST to remit and the General Check feature is used to remit the GST

Finding the Amount of GST to RemitUse the summary section of the GST journal to determine the amount of GST to remit.

Writing Remittance ChecksThe remittance check is created using General Check. When writing a remittance check, use the GST category of Z.

The remittance period date is for the end date of the period remitting not for the date of the check.

Reporting GSTThe GST Journal displays GST entries postings created through PCLaw. Billing, write ups, and reversals of provisional write offs are included on the report and increase the GST payable. General checks, write offs, provisional write offs, and new payables reduce the amount of GST owing.

Adjusting the GST JournalAn adjustment can be made using G/L Adjustment, if an adjustment is required to the GST Journal only, GST Payable (2400) only, or to both areas.

To adjust GST Payable (2400) only, create the required G/L adjustment. Do not select Show Journal Entry on GST Journal. The GST Journal is not affected by the entry.

To adjust both the GST Journal and GST Payable (2400), create the required G/L adjustment. Select Show Entry on GST Journal. The entry is posted to both the journal and the general ledger.

Debiting GST Payable (2400) creates a credit transaction (decreases) on the GST Journal. Crediting GST Payable (2400) creates a debit transaction (increases) on the GST Journal.


Chapter 22-3Recording Transaction Levies (Ontario)

ContentsAbout Transaction LeviesEnabling Transaction LeviesAssigning Law Society NumbersAdding Transaction LeviesModifying Transaction LeviesReportsMaking Transaction Levy RemittancesAccounting for Transaction Levies

About Transaction Levies (Ontario)Members of the Law Society of Upper Canada are required to pay a professional liability insurance levy for all real estate and civil litigation matters opened on or after April 1, 1995. You must submit a summary report with your transaction levy remittance. The levy on real estate and civil litigation matters (the transaction levy) is paid quarterly to the Law Society of Upper Canada. The amount is defined in PCLaw on the Provincial tab of System Settings.

PCLaw recognizes that the GST on transaction levies for matters opened prior to January 1, 1999 is handled differently than those opened on or after that date. It also recognizes that the amount of the transaction levy is different on matters opened prior to January 1, 1996. PCLaw uses the matter opening date to determine how the transaction levy should be treated. It is not necessary to change the amount or the GST category when you enter a transaction levy as PCLaw does this automatically.

Effective January 1, 2010, the transaction levy for real estate transactions in Ontario will increase from $50 to $65. Additional details regarding this change can be obtained from the Lawyers’ Professional Indemnity Company (LAWPRO).


Enabling Transaction LevyBefore using the Transaction Levy feature in PCLaw, the feature must be enabled on the System Settings > Provincial Tab. PCLaw version 10.03 and higher accommodates the January 1, 2010 rate change for real estate transactions in Ontario by default.

Assigning a Law Society NumberTo be able to charge a transaction levy, the lawyer must have a valid Law Society of Upper Canada Member number. This number is recorded in PCLaw on the Lawyer and Rates > Provincial tab. A lawyer without a law society number will be reminded to enter one when recording a transaction levy.

Adding a Transaction Levy

Transaction levy charges are added individually to matters. To help determine matters that are eligible to be charged, run a List of Clients report by real estate and civil litigation types of law.

It is not necessary to change the amount or the GST category when you enter a transaction levy, to match the matter open date. PCLaw does this for you automatically.

Modifying a Levy EntryOnce a transaction levy entry is posted, it can be changed or deleted through the Register > Ledger tab. To be able to modify or delete the entry, the entry must be in an open month and not included on an invoice to a client.

Pull-down menu: Options > Custom Tabs


ReportsThe Ontario transaction levy feature contains three reports, Transaction Levy - Detail, Transaction Levy - Summary, and Volume Surcharge Summary.

Transaction Levy - Detail ReportUse the Transaction Levy - Detail report to show the individual transaction levies entered into PCLaw for a given period of time. Run the report quarterly to produce a list of transaction levy charges for your firm records. This report includes transactions created using the Transaction Levy feature. If your firm handles more than one of real estate, civil litigation, and private property matters, print the report separately for each category.

Transaction Levy - SummaryUse the Transaction Levy - Summary to provide a summary of the transaction levy entries for quarterly remittance purposes. You can also use the report as a remittance form.

Generating the Transaction Summary with dates on or after January 1, 2010, displays lines for each charge, with annotations showing the dates.

Volume Surcharge Summary Use the Volume Surcharge Summary report to provide you with volume surcharge information. PCLaw calculates your average gross billings by dividing the gross billings amount by the average number of lawyers in your firm who are members of the Law Society of Upper Canada. If the average gross billings amount exceeds $125,000.00, PCLaw determines the volume surcharge by multiplying the average gross billings by the average number of lawyers. The result is multiplied by the surcharge percentage.


Making a Transaction Levy RemittanceCreate a General Check to remit the quarterly levy balance to the Law Society of Upper Canada. Include a copy of the Transaction Levy - Summary with your remittance. The Transaction Levy - Summary should be dated and signed.

When issuing the remittance check, choose the Provincial (Y) Category from the Pay GST selection list. Allocate the check to the Transaction Levy Payable (2460) G/L account.

Accounting for Transaction LeviesThe manner in which a transaction levy affects the client ledger is dependent upon whether the cost is transferred to a matter, and if so, the matter open date.

• For matters opened after January 1st, 1999, the levy is $50 exclusive of GST. GST is added at the time of billing.

• For matters opened between January 1st, 1996 and December 31st, 1999, the levy is $50 inclusive of GST. However, because of how GST calculates on top of PST, the actual cost billed to the client is $50.25.

• For matters opened between April 1st, 1995 and December 31st, 1995, the levy is $25 inclusive of GST. This calculation is not displayed in the following examples.

• For matters opened prior to April 1st, 1995, a transaction levy is not applicable.

PCLaw calculates these values automatically. The G/L accounts used in the following tables are the defaults provided on the Provincial tab of System Settings.

The Client Ledger displays the transaction levy value net of GST. When the matter is billed, the levy is treated in the same way as any other cost.

The transaction levy can affect the G/L in several ways, depending on whether it is posted as a firm expense or charged to the client.

GST is not posted to the G/L until after the matter is billed.

When the transaction levy is remitted, Transaction Levy Payable (2460) returns to a zero balance as of the end of the quarter

Accounts Rec. (1200)

Client Disb Recov (1210)

GST Payable (2400)

After January 1st, 1999 53.50 50.00 3.50

Between 1996 to 1998 50.25 46.96 3.29

Trans Levy Payable (2460)

General Bank (10xx)

GST Payable (2400)

After January 1st, 1999 50.00 50.00

Between 1996 to 1998 46.96 46.96 3.04


Chapter 22-4Recording Transaction Levies (Newfoundland)

ContentsAbout Transaction LeviesAdding Transaction LeviesModifying Transaction LeviesReportsMaking Transaction Levy RemittancesAccounting for Transaction Levies

About Transaction LeviesMembers of the Law Society of Newfoundland and Labrador are required to pay a professional liability insurance levy for all real estate, civil litigation, and personal property matters opened on or after May 1, 2005.

A levy on real estate, civil litigation, and personal property matters is paid quarterly to the Law Society of Newfoundland and Labrador. The amount is defined in PCLaw on the System Settings > Provincial tab. Use the Transaction Levy feature to record the transaction levy. A transaction levy can be charged to a matter or absorbed as a business expense.

PCLaw uses the matter opening date to determine whether the transaction levy should be applied. It is not necessary to change the amount or the HST category when you enter a transaction levy — PCLaw does this for you automatically.

Transaction levies should be submitted on a quarterly basis. You must submit a summary report with your transaction levy remittance.

Adding a Transaction Levy

Transaction levy charges are added individually to matters. To help determine matters that are eligible to be charged, run a List of Clients by real estate and civil litigation types of law.

It is not necessary to change the amount or the GST category when you enter a transaction levy, to match the matter open date. PCLaw does this for you automatically.:

Modifying a Levy EntryOnce a transaction levy entry is posted, it can be changed or deleted through the Register > Ledger tab. To be able to modify or delete the entry, the entry must be in an open month and not included on an invoice to a client.

Pull-down menu: Data Entry > Transaction Levy > Nfld Transaction Levy


ReportsThe Newfoundland transaction levy feature contains two reports, Transaction Levy - Detail and Transaction Levy - Summary.

Nfld Transaction Levy - Detail ReportUse the Transaction Levy - Detail report to show individual transaction levies entered into PCLaw for a given period of time. Run the report quarterly to produce a list of transaction levy charges for your firm records. If your firm handles more than one of real estate, civil litigation, and private property matters, print the report separately for each category.

Nfld Transaction Levy - SummaryUse the Transaction Levy - Summary report to provide a summary of the transaction levy entries for quarterly remittance purposes. In addition to telling you how much money to remit, you can use the report as a remittance form.

Making a Transaction Levy RemittanceCreate a general check to remit the quarterly levy balance to the Law Society of Newfoundland and Labrador. Include a copy of the Transaction Levy - Summary with your remittance. The Transaction Levy - Summary should be dated and signed.

When issuing a check for the remittance, choose the Provincial (Y) Category from the Pay HST selection list. Allocate the check to Transaction Levy Payable (2460).

Accounting for Transaction LeviesThe manner in which a transaction levy affects the client ledger is dependent upon whether or not the cost is transferred to a matter. • For matters opened after May 1st, 2005, the levy is $46.96 exclusive of HST. HST is

added at the time of billing• For matters opened prior to May 1st, 1995, a transaction levy is not applicable.

The Client Ledger displays the transaction levy value net of HST. When the matter is billed, the levy is treated in the same way as any other cost.

The transaction levy can affect the G/L two ways, depending on whether it is posted as a firm expense or charged to the client. HST is not posted to the G/L until after the matter is billed

When the transaction levy is remitted, Transaction Levy Payable (2460) returns to a zero balance as of the end of the quarter



HST Payable (2400)

Billing a transaction levy 54.00 46.96 7.04

Trans Levy Payable (2460)

General Bank (10xx)

HST Payable (2400)

After January 1st, 1999 46.96 54.00 7.04


Chapter 22-5Charging Trust Administration Fees

ContentsAbout Trust Administration FeesEnabling TAFPreparing Explanation CodesCharging TAF when Adding Trust ReceiptsCharging TAF after Trust Receipts are PostedModifying TAF EntriesReportsMaking TAF Remittances

About Trust Administration FeesTrust Administration Fee (TAF) is a fee introduced by the Law Society of British Columbia, effective March 1, 2005. The fee funds the Law Society of British Columbia's trust assurance initiatives.

If a law firm receives trust money from a client that will be used solely as a retainer or for the payment of fees and/or disbursements, the trust money is not subject to TAF.

Trust funds received by the firm for any other reason are subject to TAF. Law firms are required to pay $10 for each client matter from whom they receive trust funds. They are not subject to TAF charges for each trust transaction processed for a matter.

TAF is applicable on the receipt date of trust money and is remitted quarterly to the Law Society of British Columbia. Law firms may choose to absorb the TAF charge themselves or charge the $10 fee to their client. For more information on TAF, consult the Law Society of British Columbia web site at http://www.lawsociety.bc.ca.

Enabling TAFPrior to charging TAF in PCLaw, the feature must be enabled on the System Settings > Provincial tab. Select British Columbia and Use Trust Administration Fee. Complete the remaining fields as required.

Preparing Explanation CodesExplanation codes can flag the trust receipts eligible for TAF charges. By enabling the Eligible for TAF option in the Explanation Code feature, explanation codes can track TAF charges for you. When receiving a trust receipt, use the appropriate code.


Charging TAF when Adding Trust Receipts

When entering a trust receipt using an explanation code that is eligible for TAF, PCLaw notifies you automatically, if the matter is to be charged.

Charging TAF after Trust Receipts are Posted

To manually charge TAF to a matter, use the TAF feature.

Modifying a TAF EntryOnce a TAF entry is posted, it can be changed or deleted through the Register. > Ledger tab. To be able to modify or delete the entry, the entry must be in an open month and not included on an invoice to a client.

ReportsThe Trust Bank Journal can be filtered to display only TAF eligible entries. TAF specialty reports, TAF Detail, TAF Summary, and TAF Eligibility display more detailed information.

Trust Bank JournalOn the Trust Bank Journal > Options tab select Show Only TAF Eligible Entries. This option restricts the journal to trust receipts that qualify for TAF charges.

TAF Detail ReportThe TAF Detail report lists trust administration fees charged for the quarter. Detailed listings indicating which matters are covered in each month needs to be kept for a minimum of 3 years by the firm. Run this report to produce a hard copy of all trust administration fee entries for the period.

TAF SummaryThe TAF Summary report is the remittance report for trust administration fees. Run this report to calculate the trust administration fee remittances. Include the report as a hard copy when submitting your remittance for each matter.

TAF Eligibility ReportThe TAF Eligibility report lists all matters eligible to be charged a trust administration fee. The report indicates the matters that have paid the TAF and the date the TAF was charged. Run this report by quarter to determine the matters that still require to pay the trust administration fee. Compare the quantity of eligible matters that have paid the fee to those that have not.

Pull-down menu: Data Entry > Trust Bank > Trust Receipt > OK

Pull-down menu: Data Entry > TAF


Making a TAF RemittanceCreate a general check to remit your payment to the Law Society of British Columbia. Include a copy of the TAF Summary report with your remittance. Keep a hard copy of the TAF - Detail and TAF - Summary reports for your own records.

When issuing a check for the remittance, choose the Provincial (Y) Category from the Pay GST selection list. Allocate the check to the Transaction Levy Payable (2460) G/L account.

Accounting for Trust Administration FeesThe manner in which a TAF entry affects the client ledger is dependent upon whether or not the cost is transferred to a matter.

• For eligible trust receipts recorded after March 1st, 2005, the TAF is $10. exclusive of GST. GST is added at the time of billing.

• For trust receipts recorded prior to March 1st, 2005, trust receipts for matters that have already paid TAF, and trust receipts that are not eligible for TAF, a TAF charge levy is not applicable.

The G/L accounts used in the following tables are the defaults provided on the Provincial tab of System Settings.

The Client Ledger displays the TAF entry net of GST. When the matter is billed, the TAF is treated in the same way as any other cost.

The TAF can affect the G/L in different ways, depending on whether it is posted as a firm expense or charged to the client.

GST is not posted to the G/L until after the matter is billed.

When TAF is remitted, TAF Payable (2460) returns to a zero balance as of the end of the quarter.



GST Payable (5770)

Billing a transaction levy 10.70 10.00 0.70

Trans Levy Pay-able (2460)

General Bank (10xx)

After January 1st, 1999 10.00 10.00


23Managing PCLaw

User Monitor ..............................................................316

Changing the Default Entry Date .............................317

Preparing Printers .....................................................318

Performing a Verify Data Integrity ............................319

Purging Old Entries ...................................................320

Performing External Backups ..................................321

Performing Internal Backups and Transfers ...........322

Moving PCLaw ...........................................................324

Installing PCLaw Updates .........................................326

Chapter Twenty-three 315

Chapter 23-1User Monitor

ContentsAbout the User MonitorViewing the User Monitor

About the User MonitorThe User Monitor lists users who are currently logged into PCLaw, and displays the length of time they have been logged into the program. Users must be added in PCLaw Security for User Monitor to be effective.

Viewing the User Monitor

Use this window to view users and their durations in PCLaw.

Pull-down menu: Tools > User Monitor


Chapter 23-2Changing the Default Entry Date

ContentsAbout the Default Entry DateChanging the Default Entry Date

About the Default Entry DateOn the Select Set of Books window when starting PCLaw, you have the opportunity to set the Default Entry Date for the upcoming session of PCLaw. By default, the Default Entry Date uses the current date of your computer.

When first opening data entry windows, the Default Entry Date displays automatically for your convenience. Clicking the Today icon on Calendar Pop Up windows or in the Calendar produces the Default Entry Date.

If you are adding a large list of entries for a specific date, you may want to change the Default Entry Date in PCLaw to decrease the amount of keystrokes. Once inside PCLaw, the Default Entry Date can be changed on the Tools pull-down menu.

Changing the Default Entry Date

Use this window to change the Default Entry Date for the current session of PCLaw.

Pull-down menu: Tools > Change Default Entry Date


Chapter 23-3Preparing Printers

ContentsAbout PrintingPrinter Setup For AccountsPrinter Setup

About PrintingPCLaw provides the ability to select separate print sources for different areas of operations in PCLaw. For general and trust banks, print sources can further be refined to specific bank accounts.

Printer setup windows can be reached from the File pull-down menu or by clicking the printer button in most report and data entry windows.

Printer Setup For Accounts

General and trust banks can assign separate printing sources for each account.

Printer Setup

Use this window to set the paper size, source, and orientation.

Consult your printer documentation for instructions for modifying the properties of your printer.

For information on connecting to a network printer, consult your network administrator or technician.

Pull-down menus: File > Printer Setup > General Check

File > Printer Setup > Trust Check

Pull-down menus: File > Printer Setup > Bill

File > Printer Setup > Pre-Bill

File > Printer Setup > Printer Setup for Accounts > General Check

File > Printer Setup > Printer Setup for Accounts > Trust Check

File > Printer Setup > Deposit Slip

File > Printer Setup > Receipt

File > Printer Setup > Label

File > Printer Setup > Report


Chapter 23-4Performing a Verify Data Integrity

ContentsAbout Verify Data IntegrityPerforming a Verify Data Integrity

About Verify Data IntegrityVerify Data Integrity is a maintenance tool for PCLaw. This tool reads selected PCLaw data files and their associated index files to ensure there is no data corruption. If any corruption is found, PCLaw will attempt to correct the problem.

If you experience unusual problems in PCLaw, use this tool to ensure all your data files are valid. If the problem persists, contact PCLaw technical support.

This process can take a long time to complete, depending on the size of the data files and the speed of the computer and network. For large systems, it may be recommended to start the verify at the end of the day and let it run overnight.

Performing a Verify Data Integrity

Before using this feature, ask all other users to exit PCLaw. Ensure you have a recent backup of your data files.

You can verify various database files, recalculate matter totals based on the Client Ledger, and run the PCLaw Network Analyzer utility.

Pull-down menu: Tools > Verify Data Integrity


Chapter 23-5Purging Old Entries

ContentsAbout Purge Old EntriesPurging Old Entries

About Purge Old EntriesThe Purge Old Entries tool summarizes entries that are more than two years older than the last closed month. Entries belonging to matters are not purged unless the matter is first closed. Summarizing old entries speeds the producing of reports and the creation of back ups.

Purging Old Entries

Use this tool to summarize qualifying entries two or more years older than the last closed month.

Pull-down menu: Tools > Purge Old Entries


Chapter 23-6Performing External Backups

ContentsAbout External BackupsBacking Up Documents, E-mails, and PrecedentsRestoring PCLaw Data

About External BackupsNow that you have installed PCLaw and started to enter information, it is important that you back up your PCLaw data files in addition to any other data that is stored on your computer.

A backup is an additional copy of data made from an original source. A backup copy of your data should be made every day. When doing your daily backup, never overwrite the backup from the previous day. Always have a separate backup destination for each day of the week. If it becomes necessary to recover your files from a backup, you will only lose one days worth of data.

It is important to back up the complete PCLaw database onto separate media and store it in a different physical location. This minimizes data loss due to disk failure, fire, theft, or other emergency or non-emergency situation.

Using different methods to back up your data and choosing different locations to store your backups increase your database security. Full backups are also recommended for a successful backup and recovery strategy.

PCLaw provides a built-in backup feature as a supplement to your existing backup system. The PCLaw backup should never be used to replace your external backup methods.

Backing Up Documents, E-Mail, and PrecedentsThe backup feature provided by PCLaw backs up your matter, billing, and accounting information, however, it does not backup your documents or e-mails. You must use a separate alternative to ensure these files are copied.

The PCLawDocs folder is located in the same directory you specified for your data files when you installed PCLaw. If you designated a different location for your document, e-mail, and precedent files when you installed PCLaw, you will have to back up this alternate location.

To copy these files, use your own backup utility to copy the entire PCLawDocs folder to ensure all documents, e-mail, and precedents are copied to a removable storage device.

Restoring PCLaw DataIn the event that your PCLaw data becomes corrupt or damaged, you will need to restore your accounting and calendar files. You will also need to restore your PCLawDocs folder.


Chapter 23-7Performing Internal Backups and Transfers

ContentsAbout Back Ups and TransfersCreating BackupsBacking Up when Exiting PCLawBacking Up when Closing a MonthTransferring Data to Another LocationRestoring Data

About Backups and TransfersPCLaw internal backup and transfer feature compiles date into a single extractable file. The backup or .PLA file can be restored through PCLaw itself or by opening the .PLA file. The format also enables PCLaw data to be transferred easily to another workstation or computer, allowing the data to be accessed off-site such as on a laptop or at home.

PCLaw strongly recommends using an external backup that can be stored off-site as the best way to preserve your data.

The default name of the backup file is dependent on its origin, both with regards to the set of books and the utility. The file name is as follows:

• PCLaw (###) backup.pla - for backup when exiting PCLaw or using File > Backup• PCLaw (###) EOM backup.pla - for backups when running End of Month• PCLaw (###) transfer.pla - for file transfers from PCLaw

### represents the serial number for the set of books.

The file name can be changed prior to creating the backup or file transfer.

Creating Backups

The backup feature enables for PCLaw data to be backed up as a single file to a local, network or removable drive. Program files, station settings, and documents are not included in the backup. For PCLawPlus and PCLawPro Enterprise, PCLaw’s automated backup must be performed from the server only. Therefore, the backup menu options do not appear on non-server workstations.

Pull-down menu: File > Backup/Restore > Backup Data


Backing Up When Closing PCLawBacking up PCLaw occurs when the last user exits PCLaw, providing Perform Data Copy > Ask before End of Month is selected on the Workstation Settings > Other tab. If the last user exiting PCLaw does not have this option selected, PCLaw does not prompt to perform a backup. PCLaw will not prompt to perform a backup while other users are in the program.

Backup Up When Closing a MonthPCLaw can prompt you to backup data when closing a month, providing Perform Data Copy > Ask before End of Month is selected on the Workstation Settings > Other tab. If the workstation does not have this option selected, PCLaw will not prompt to perform a backup.

Transferring Data To Another Location

Data can be transferred from PCLaw in order to work with the entire database on a laptop, at home, or wherever a copy of the PCLaw database is required. The .PLA file created is similar to the backup file, with the word transfer replacing the word backup in the file name.

A file transfer differs from a backup in the action performed on the original database. The database can be locked to prevent all non-admin access, can be restricted to read-only access, or it can remain unlocked to allow users full access.

The No Access and Read Only options are recommended when changes are to be made to the transferred database and it will be restored to its original location.

To perform a file transfer so users will continue to have full access to the original database, select Full Access.

Restoring DataA .PLA data file can be restored to PCLaw through one of 3 methods:• using the File > Backup/Restore > Restore Data feature• opening the .PLA file• transferring data from another location

Since backup, eom backup, and transfer .PLA files are identical, any of them can be used whether the procedure being performed is a restore from backup or a file transfer from another location.

The existing Dyndata and Statdata directories are renamed and the restored directories are created.

Cancelling the restore process at this stage will make your PCLaw books non-accessible. The data will have to be restored or the original data directories can be renamed back.

Data can be restored to PCLaw by opening the respective backup, eom backup, or transfer file. Double click the file, or right click and select Open.

Pull-down menu: File > Backup/Restore > Transfer Data to Another Location


Chapter 23-8Moving PCLaw

ContentsAbout Moving PCLawBefore You BeginCopying FilesVerifying a Successful Copy

About Moving PCLawThese instructions are for PCLaw installations on stand-alone computers, where the PCLaw defaults were accepted when it was initially installed. If your firm uses the network version of PCLaw or PCLaw is installed in a non-standard location, we recommend that someone skilled in computer hardware and software, such as your hardware technician, perform the move for you. You can find the technical instructions for moving PCLaw by contacting support or searching the PDF Document Library.

Before You BeginOn the existing PCLaw system, you should print a copy of the Trial Balance for the current month. After PCLaw is moved, you will produce the Trial Balance on the new computer to confirm that the program was copied successfully.

Copying FilesIn the following steps, you are shown how to copy information from one computer to another. The fastest and most reliable way to do this is to connect the existing computer to the new computer by means of a cable. Then you can copy the files directly through the cable. If you do not know how to do this, contact your hardware technician for help.


If you use a tape or disk to back up and the quality of the tape or disk is poor, the copy procedure may not work successfully. Therefore, DO NOT REMOVE YOUR EXISTING PCLAW SYSTEM until you have thoroughly tested the new installation.

1. Make sure PCLaw is not running.

2. Copy the contents of the Program Files\LexisNexis\PCLAW directory from the old computer to the new computer (or backup this directory and restore it to the new computer). Be sure to include the subdirectories and their contents.

3. On the new computer, click Start.Click Run.

Use the Browse button to select Setup.exe. It is located in: Program Files\LexisNexis\PCLAW\COMMON\INSTALL

Click OK.

4. Follow the instructions of the Installation Wizard for attaching a set of books.

Verifying a Successful CopyOnce you have copied PCLaw to the new computer, you should confirm that the program operates correctly and that it is connected to your data properly. One indication that the copy procedure did not work correctly is that PCLaw prompts you for a response code.

After you can start PCLaw without a response code, print a Trial Balance using the same dates you used when you produced the report on the old computer. If the balances on the two reports match, then PCLaw was successfully copied. Even if you do not use PCLaw for General Ledger accounting, this method will confirm whether or not your PCLaw system was successfully copied. It is not important what the figures say only that they match on both computers.

Once PCLaw is copied to the new computer and operates correctly, do not make any more entries on the old computer. At the same time, be absolutely sure that PCLaw works on the new computer before removing it from the old computer.


Chapter 23-9Installing PCLaw Updates

ContentsAbout Installing PCLaw UpdatesUpdating PCLaw on the Internet

About Installing PCLaw UpdatesTo receive a maintenance update, use the Live Update feature in PCLaw to download the latest version over the Internet.

However, if your firm does not have an Internet connection, you should contact PCLaw Sales at the number listed on back of this manual to request a maintenance disc. Once you have received the product disc, use the instructions that are enclosed to install the update.

Updating PCLaw on the Internet

Maintenance updates can also be installed over the Internet using the Live Update From Web feature on the Help pull-down menu.

Before installing the update, make sure all PCLaw users exit PCLaw. If PCLaw links to Time Matters, Amicus Attorney, ePCLaw, PCLawTE, Microsoft Outlook, Microsoft Word, you should also exit these programs on each workstation. If you have the Web Timer running, you should stop the timer, complete the time entry and exit Microsoft Internet Explorer before running the update.

On the workstation running the update, PCLaw is shut down and the programs are updated with the latest maintenance release. When the update is complete, start PCLaw again.

If you are running the network version of PCLaw, there is no need to run the feature from each workstation. As each workstation restarts PCLaw, it will also be updated with the latest release.

If your firm does not have Internet access, you can contact PCLaw Sales to receive a maintenance update on CD. There may be a charge for shipping.

You can also run the Live Update feature from outside of PCLaw. Click Start > Programs > LexisNexis > PCLaw > Live Update.

Pull-down menu: Help > Live Update From Web


24Mobile Modules

PCLaw To Go .............................................................328

Using Express ............................................................329

Using Satellite ............................................................330

PCLawTE ....................................................................332

Chapter Twenty-four 327

Chapter 24-1PCLaw To Go

ContentsAbout Mobile Modules

About Mobile ModulesOften, your work requires you to be away from the office. Without access to your important files, you are less productive and double entry is less efficient. PCLaw gives you three different options to make working on the road a little less complicated.

• PCLaw Satellite• PCLaw Express • PCLaw TE


Chapter 24-2Using Express

ContentsAbout ExpressLicensing Express StationsGoing OfflineReconnecting To PCLaw

About ExpressThe PCLaw Express add-on remote module allows you to connect your portable computer at the office and disconnect it when you take it home. Using PCLaw Express, you retain the ability to record time, fees, and expenses for existing matters on the road. Create new contacts, new matters, record phone calls and appointments all using the same program you are comfortable with. When you return to the office, plug your portable computer into your office network and synchronize your entries to PCLaw’s main database.

Licensing Express Stations

Any computer used as an Express station requires an Express Station License. To view all licensed users to de-activate or re-activate a license, do the following:

Going Offline

When your Express Station is disconnected from the office network, you have access to a simplified version of PCLaw, which allows you to create new and change existing contacts and matters, and enter time dockets and expense recoveries. If you have the Front Office feature selected in your main PCLaw database, you can also create and change appointments and to do’s, as well as record phone calls and phone messages.

When you exit PCLaw, you are prompted to update your offline data.

Reconnecting to PCLawWhen your Express Station is connected to the office network, you have access to all of the features of the full PCLaw program. When you reconnect your workstation to the office network, PCLaw automatically imports your offline data into the main PCLaw database.

Pull-down menu: File > Express > Express Station Manager

Pull-down menu: File > Express > Update Express (offline) Data


Chapter 24-3Using Satellite

ContentsAbout SatelliteLicensing Satellite StationsInstalling Satellite on the Remote ComputerWorking from the Host StationWorking from the Remote Satellite Station

About SatelliteThe PCLaw Satellite add-on module provides the same functionality of the Express module. Users may work at another physical location or don’t want to carry around a portable computer. With the Satellite module, PCLaw can export your data to a floppy disk, network location, or even to an e-mail. Users log into a Satellite station and import the file to update their data and settings. At any time, users can export their Satellite entries to be imported into the main PCLaw database.

With PCLaw Satellite, you have access to a simplified version of PCLaw. You can create new and change existing contacts and matters, and enter time dockets and expense recoveries. If you have the Front Office feature selected in your main PCLaw database, you can also create and change appointments and to do’s, as well as record phone calls and phone messages.

Licensing Satellite Stations

Each Satellite station requires its own license. Use the Station Manager to view all licensed users, to de-activate or re-activate a license.

Installing Satellite on the Remote ComputerUse the following instructions to install PCLaw Satellite using the PCLaw CD. To cancel the installation, click the Exit Setup button at any time during the installation wizard.

1. Close all applications that are running on the computer.

2. Insert the PCLaw CD into your CD-ROM drive. If the CD starts up automatically. The CD menu appears.

If the CD does not start up automatically: On the Windows taskbar, click the Start > Run.

In the Open box, type D:\autorun. (The letter D represents your CD-ROM drive).Click OK. The CD menu appears.

Pull-down menu: File > Satellite > Satellite Station Manager


3. To proceed with the installation, click Install Remote Computing Modules. The Remote Computing Modules menu appears.

4. Click Install Satellite Remote. Required files are downloaded and the installation starts automatically. The Welcome window appears.

Read the license agreement thoroughly. If you agree to the terms, click Accept.

The Select Destination Directory window appears.


5. Follow the prompts in the installation wizard to complete the process.

Working from the Host Station

Exporting to Satellite

Transfer information from your main PCLaw database to the Satellite station by creating the Satellite Update file. This file can be used on multiple Satellite stations. To create the Satellite Update file, do the following:

Importing from Satellite

Import data from the Satellite station in one of two ways:• From the File pull-down menu, highlight Satellite, and then click Import from Satellite.• Double-click the PCLawIMP.PLA file

Working from the Remote Satellite Station

Importing from PCLaw

Update your Satellite data in one of three ways:• From the File pull-down menu, highlight Satellite, and click Import from PCLaw• Double-click the PCLawEXP.PLA file• Log into PCLaw Satellite. Click Yes to the prompt Do you have new information to

import into your Satellite system.

Exporting to PCLaw

Export your Satellite data in one of two ways:• From the File pull-down menu, highlight Satellite, and then click Export to PCLaw• Exit Satellite and click Yes to the prompt Do you want to export the existing entries.

Pull-down menu: File > Satellite > Export to Satellite

Pull-down menu: File > Satellite > Import from Satellite

Pull-down menu: File > Satellite > Import from PCLaw

Pull-down menu: File > Satellite > Export to PCLaw


Chapter 24-4PCLawTE

ContentsAbout PCLawTESystem RequirementsConnecting to External SoftwareInstalling PCLawTEConfiguring PCLawTEUsing the PCLaw Configuration UtilitySynchronizing PCLaw TE for the BlackberryCopying PCLaw Data to the Blackberry

About PCLawTEPCLawTE add-on module makes it even easier to take PCLaw on the road with you. Enter time, fees, and new calendar events on your hand-held device. Synchronize the new entries when you return to the office. Features within the TE module and your hand-held desktop software allow you to customize when and what to synchronize.

The PCLaw TE module provides access to your matters and contacts while you are away from the office. You can create time or fee entries, expense recovery entries, and appointments or to do’s. You can also modify existing appointments that are transferred to the hand-held during synchronization. PCLaw TE runs on the following operating systems:

• Palm III (or higher)• Pocket PC 2002 or 2003• BlackBerry 4.0 (or higher).

Every effort is made to test our products thoroughly, however, as new operating systems and new models are developed, all hand-held operating systems may not be compatible.

System RequirementsWith the following requirements, we assume that the device is functioning properly and is able to synchronize successfully. Additionally, we recommend you install the latest version of PCLaw prior to performing the procedures outlined in this document.

Computer• Windows XP, ME, NT, 2000, 98• Pentium 200 processor or higher• 32 MB RAM• 10 MB hard drive space for the PCLawTE programs.


Hand-held Software• BlackBerry Device Manager version 4.0 or higher• BlackBerry Desktop Redirector or BlackBerry Enterprise Server version 4.0 or higher• BlackBerry Web Client• ActiveSync 3.7 or higher• HotSync 3.1 or higher.

Connecting to External ApplicationsExternal applications including PCLawTE cannot link to PCLaw unless permission is granted on the Connection Settings > Connection Settings tab. Ensure Use this Set of Books when Connecting with Other Programs is enabled. If this option is not enabled, select it.

Installing PCLaw TEPCLawTE installs directly from your PCLaw CD. All applications that are running on the computer should be closed.

1. Insert the PCLaw CD into your CD-ROM drive. If the CD starts up automatically.

The CD menu appears.

If the CD does not start up automatically: On the Windows taskbar, click the Start button.

Click Run.

In the Open box, type D:\autorun. (The letter D represents your CD-ROM drive).

Click OK.

The CD menu appears.

2. Click Install Remote Computing Modules. The Remote Computer Modules menu appears.

3. To install PCLaw TE, click PCLaw TE.

4. Follow the instructions provided in the wizard to complete the install.


Configuring PCLaw TEIf you selected Continue when installing the PCLaw TE module, the Select User window appears:

1. From the drop-down menu:

Select the hand-held you are licensing.

Select the check box License the user.

Select Setup PCLaw TE Defaults.

The PCLaw TE Configuration Utility opens:

2. From the respective drop-down menus, select defaults for all time and expense entries transferring to PCLaw and then click the Calendar/Contacts tab.

3. The default selections transfer all contacts and calendar events to the hand-held.

In Contact Selections, select the preferred contact options that provides the contacts you want on your hand-held device.

To not synchronize appointments, to do’s and contacts, deselect Transfer Calendar Events and Associated Contacts.

Click the Matters tab.

4. The default selections transfer all matters to the hand-held. Accept or make your own preferences using the available drop-down menus and selection boxes to filter your results.

5. To save your settings, click OK. You are now ready to synchronize your PCLaw data to the handheld.

For Palm hand-helds, the Hotsync tab allows you to select Prompt to perform Hotsync with PCLaw. PCLaw can ask you whether or not to synchronize your PCLaw data to the hand-held during your Hotsync.


For Pocket PC hand-helds, there are no additional configuration options available.

For BlackBerry hand-helds, the Synchronize tab allows you to configure which data tables are synchronized. For the first synchronization, all check boxes must be selected.

Using the PCLaw TE Configuration Utility

During the installation, if you selected to configure PCLaw TE at a later time or else you need to change your licensing. Use the TE Configuration Utility.

1. Click Purchase Licenses to obtain additional user licenses.

A PCLaw Product Key window appears.

Enter the Product Key as provided by PCLaw.

2. To license a new user, click License a User.From the drop-down menu, select the user you want to license.

Click License.

The user is assigned a TE license.

3. To clear the PCLawTE license from an existing user, click Remove a User License.Highlight the user from whom you want the license cleared.

Click Remove.

You may be required to obtain an access code from PCLaw to remove the license.

4. Click Setup PCLaw TE Defaults to configure synchronization details for a user.

Pull-down menu: Tools > PCLawTE Configuration Utility

Microsoft Windows: Start > Programs > LexisNexis > PCLaw TE > PCLaw TE Configuration Utility


Updating PCLaw TE on the BlackberryTo begin this procedure, the hand-held should be connected to the cable/cradle.

1. Open the Blackberry Desktop Manager.

The Blackberry Desktop Manager window opens:

2. To start the Application Loader, double-click the Application Loader icon. The Application Loader Wizard window appears.

3. Click Next. The Device Application Selection window appears:

4. Click Add.Browse to the directory C:\Program Files\Common Files\Research in Motion\Shared\Loader Files.

Double-click the file PCLawTE.ALX.

Select the PCLaw T/E check box.

Click Next.

The Completing the Application Loader Wizard window appears:

5. To install the PCLaw TE module onto your hand-held, click Finish. The hand-held device is updated.


Copying PCLaw Data to the BlackberryAfter the application is installed on the hand-held, you are ready to copy your PCLaw data to the device.

1. On the Blackberry Desktop Manager, double-click the Intellisync icon.

The Intellisync window appears:.

2. Ensure the Synchronize PIM and Execute Add-in actions check boxes are selected.

3. To update your hand-held with PCLaw TE data, click the Configure Add-ins button. The Add-in Module Configuration window appears:

4. Select the PCLaw T/E Sync check box and click OK. You are returned to the Intellisync window.

5. Click Synchronize Now. After the synchronization process is complete, you are returned to the Intellisync window.

6. To finish, click Close.PCLawTE for Blackberry is now synchronized.


25Reports Overview

Introduction to Reports ............................................ 340

Journal Overview ...................................................... 342

Client Report Overview ............................................ 343

Accounts Receivable Report Overview .................. 344

Accounts Payable Report Overview ....................... 345

Productivity Report Overview .................................. 346

Non-Accounting Report Overview .......................... 348

Month End Report Overview .................................... 349

Canadian Reports ..................................................... 350

Chapter Twenty-five 339

Chapter 25-1Introduction to Reports

ContentsAbout ReportsCategories of ReportsLawyer DefinitionsPrinting Reports

About ReportsPCLaw reports provides an organized set of the information entered into PCLaw. reports provide valuable information, such as the time worked or expenses incurred on behalf of clients, which clients have outstanding bills, and how much income you firm has earned in a specific period. The basic reports are described in this chapter. As additional reports may be added to the system, full details are available within the program or in the online PDF Library.

Categories of ReportsReports are grouped according to the area or feature on which they report.

Report Description

Journals Contain records of the actual daily transactions being made in PCLaw and provide an audit trail of the changes to the G/L if you are using G/L accounting

Client Reports Provide information concerning clients and matters

Accounts Receivables Provide information concerning clients and matters

Accounts Payable Provide a statement of accounts for vendors conducting business with your firm

Productivity Reports Provide information on lawyer and client activity

Month End Reports Provide information for cash flow and reconciling periods

Non-Accounting Reports Provide listings of persons, documents, and events within PCLaw


Lawyer DefinitionsPCLaw uses seven unique lawyer types. Their definition is dependent on the stage of matter creation, time, entry, billing, or account collection where they appear.

Printing ReportsPrinting in Excel97 format is limited to the following reports:

No Accounts Payable reports can currently be saved in an Excel 97 format.

For G/L Statements, you must select Editor as Output in order to choose the Excel 97 format.

Type of Lawyer Definition

Client Introducing Lawyer The lawyer who brings the client to the firm. This lawyer is specified when creating the client, or a matter for a new client. Although a client can be created without a client introducing lawyer, it is important for reporting purposes that each client has an introducing lawyer.

Matter Introducing Lawyer For PCLawPro and PCLawPro Enterprise Only: The lawyer who brings the matter to the firm. The matter may belong to an existing client, and a client may have unique and multiple introducing lawyers for each matter.

Responsible Lawyer The lawyer who is in charge of the matter. The Responsible Lawyer is specified in New Matter and Matter Manager and is a required field when creating a matter.

Assigned Lawyer The lawyer who is the primary timekeeper for the matter. The Assigned lawyer is specified in New Matter and Matter Manager.

Working Lawyer The timekeeper whose nickname is entered with a time/fee entry.

Fee Credit Lawyer The timekeeper who is assigned credits for time/fees billed on a matter. The working lawyer can become the fee credit lawyer, if Auto Allocate Time/Fees to Working Lawyer is enabled on the Matter Manager > Billing tab, or to the responsible lawyer, if the option is disabled. Time/fees are allocated to third party lawyers if those lawyers are specified through the Split Charges option on the Matter Manager > Billing tab.

Collecting Lawyer The lawyer who is responsible for collecting the receivables if the invoice becomes outstanding. If a nickname is not entered in the Lawyer box on the Main tab of Create Bill/Request Bill, then the responsible lawyer becomes the collecting lawyer.

All Journals except Client Costs Client Ledger Client Summary

Client Fees Listing Client Trust Listing Client Trust Ledger

Receivables by Client Receivables by Lawyer Payment Allocation Listing

Time Listing Time Summary Credit Card Listing

Client WIP, Billing and Collection Summary All G/L Statements


Chapter 25-2Journal Overview

Journal Run the Journal By...

What it Does

General Bank bank accountcheck/refG/L accountrcvd from/paid to

Lists general bank account checks and receipts.

Trust Bank bank accountcheck/refG/L accountrcvd from/paid to*

Lists trust bank account checks and receipts.

Trust Bank Matter-to-Matter Transfer

bank accountcheck/refG/L account

Lists portion of trust bank journal transactions that pertain to matter to matter transfers.

Client Costs matterreference numberG/L accountexplanation

Lists expenses incurred on behalf of clients.

General G/L accountreference number

Lists general ledger adjustments made for the specified period.

GST datesummarycash basis

Lists entries that affect GST payable.

Sales Tax datesummary

Lists sales tax charged on fees and disbursements, and sales tax paid out on purchases.

Write Up/Write Down

matter/clientresp lawyerinvoiceG/L account

Lists changes made after billing to fees, disbursements and taxes.

Billing (Fees) matter/clientresp lawyerinvoicefee credit lawyercollecting lawyer

Lists invoices, showing fees, disbursements, taxes, receipts, and balance owing.

Invoice matter/clientresp lawyerinvoicefee credit lawyer*collecting lawyer*

Lists fees, disbursements and taxes as billed and write-ups/downs for each invoice.


Chapter 25-3Client Report Overview

Report Run the Report By...

What it Does

Client Accounting Ledger

matter/clientresp lawyer

Lists by matter within client an accounting history for disbursements, trust, billing, and payments

Client Ledger matter/clientresp lawyerworking lawyer

Lists an accounting history by matter of opening balances, disbursements, time/fees, trust, billing and payments.

Client Summary matter/clientresp lawyerworking lawyer*

Lists summary totals for trust, billed and unbilled fees and disbursements, and matter information.

Client Fees Listing matter/clientresp lawyerworking lawyer*

Lists by matter within client the time and flat fees entered and the current billing status of each entry.

Client Trust Listing matter/clientresp lawyer

Lists the balance in each trust account for each matter. The report also shows the date of the last trust transaction.

Work-in-Progress matter/clientresp lawyerworking lawyer*

Lists aged details and a summary of unbilled fees and disbursements by matter within client.

Disbursement Analysis & Interest


Lists client disbursements by matter in three different report formats.

List of Clients matter/clientresp lawyerother staff

Lists clients and associated matters.

Matter Status report


Use this report to show, for each matter, details about the last document, file, or e-mail associated with the matter, the last time or fee entry, and the last date the matter was billed.

Closed Files report matter/clientresp lawyerfile location

Lists the closed file date, closed file number and file location for each closed matter.

File Location report

matter/clientresp lawyerfile location

Lists the location of each matter including file opening and closing dates.

Matter Change Log matter/client Tracks all additions and changes made to matters in PCLaw, including the user who made the changes.

WIP Summary by Responsible Lawyer

matter/clientresp lawyerworking lawyer*

Lists an aged summary of unbilled fees by responsible lawyer by client/matter.

Partner Alert report time, expense, A/R or trust parameters

Lists matters with no time entries for a specified number of days, or unbilled time, unbilled disbursements, A/R or trust balances exceeding a specified amount or number of days.


Chapter 25-4Accounts Receivable Report Overview


What it Does

Receivables by Client

matter/clientresp lawyercollecting lawyer

Lists aged receivables for each matter by client.

Receivables by Lawyer

fee credit lawyerresp lawyer

Lists total outstanding fees, disbursements and taxes by fee credit lawyer.

Payment Allocation Listing

matter/clientresp lawyerfee credit lawyer*

Lists in date order by invoice number receipts applied to invoices showing allocation split between fees, disbursements and taxes.

Interest Calculation


Lists invoices, including principal and interest, by matter within client.


Chapter 25-5Accounts Payable Report Overview

Report Run the Report by... What it Does

Purchases Journal vendorG/L accountinvoice datedue date

Lists invoices entered in accounts payable.

Payable Listing vendorinvoiceinvoice datedue date

Lists invoices payable by due date.

Payment Listing vendorG/L accountinvoice datepayment date

Lists payments made for payables.

Allocation Listing vendorinvoice datematter

Lists entries from accounts payable that are allocated to matters

Discount Listing vendorinvoice datedue date

Lists payables where discounts can be taken.

Vendor Ledger vendor Lists accounts payable invoices, payments and discounts by vendor.

Vendor Listing active/inactive vendors Lists all vendors.

1099 Listing vendor threshold amountpayment date

Lists vendors and amounts paid to vendors for the time period specified.

1099 Forms vendor threshold amountpayment date

Prints 1099 forms for vendors classified as 1099 vendors who have reached the threshold amount for the year.


Chapter 25-6Productivity Report Overview

Report Run Report by... What it Does

Billing by Lawyer fee credit lawyertype of law

Lists fees billed by type of law for each fee credit lawyer and can be sorted by fee credit lawyer or by type of law.

Collection Summary

fee credit lawyermonth

Lists totals for fees, disbursements and taxes billed, amount collected and A/R by fee credit lawyer.

Lawyer WIP, Billing & Collection Summary

working, fee credit, responsible, and assigned lawyer

Lists a monthly comparison of billable time worked (working lawyer), billed fees (fee credit lawyer), fees collected (responsible lawyer) and fees written off (assigned lawyer).

Time Listing working lawyer, task code, type of law,

Lists details of time and fee entries sorted by task code or by type of law.

Time Summary working lawyertask codetype of law

Summarizes time by working lawyer and by type of law or by task code. Task code summary includes breakdown by billable work, non-billable work and write up/down.

Productivity by Client

lawyer Ranks clients by criteria specified.

Client WIP Billing & Collection Sum.


Lists work-in-progress, billed amounts, collected amounts and write-off amounts by client.

Billing Realization matter/clientresp lawyerworking lawyer

Lists billed hours, billed fees and fee write-offs by matter and calculates the actual billed fees and hourly rate after write-offs.

Lawyer Budgeting working, fee credit, collecting lawyer

Compares lawyer's budgeted hours and dollars to: worked (working lawyer), billed (fee credit lawyer), collected (collecting lawyer).

Fees Collected Summary

fee credit lawyerresp lawyer

Shows fees collected for each fee credit and responsible lawyer by month, year, & previous year.

Fee Adjustments working lawyertask codetype of law

Lists of all increases and decreases made to fees during billing, as long as they were not entered with the Details button, and shows which user made the changes.

Fee Allocation matter/clientresp lawyer

Lists the fees billed, collected and written off by a lawyer on matters where they are the responsible lawyer.

Fees Due by Lawyer report

fee credit lawyer Lists outstanding invoices by fee credit lawyer. Also, lists fees received, billed or written off during the reporting period.

Firm Cash & Fee Summary

fee credit lawyer Compares hours and fees docketed, fees billed, fees received and fees adjusted for a specified month and year.

Billable Time Summary by Working Lawyer

matter/client, resp lawyer, working lawyer, task code

Shows a comparison of hours and amounts for the month and year by matter for each working lawyer by responsible lawyer.


Report Run Report by... What it Does

Comparative Time Analysis

working lawyer Show hours, amounts and percentages by task code or type of law for working lawyers.

Daily Time Sum-mary

working lawyer, task code, type of law

Shows hours docketed daily by each working lawyer for both billable and non-billable time.

Time Utilization Analysis

working lawyertask code

Shows hours docketed monthly over a 12 month period by each working lawyer by billable and non-billable time.

Unbilled Time & A/R Summary by Working Lawyer

matter/clientresp lawyerworking lawyer

Lists matters with unbilled time and billed but uncollected fees, by client.

Matters Opened Summary

responsible, client introducing, and working lawyer

Shows the number of matters opened by each lawyer as intro-ducing, responsible, assigned lawyer for one 12 month period.


Chapter 25-7Non-Accounting Report Overview


What it Does

Contact Listing matter/clientlawyerfirm name

Lists contacts and their addresses, phone numbers and e-mail addresses.

Appointment Listing

matter/clientlawyerappointment codelocation code

Lists activities from the calendar in a report format.

Appointment Schedule

matter/clientlawyerappointment codelocation code

Displays activities in a calendar format.

Document Listing matter/clientcontactuserdocument type

Provides a list of documents saved to PCLaw, with corresponding description, matter and contact information.

Research Listing matter/client/lawyercontactuserresearch type

Provides a list of research conducted in PCLaw, with corresponding description, matter and URL information.

File Conflict List client/vendor/contact nameclient last namebilling last namematter descriptionmemos

Provides a list of possible matches to names of new clients, contacts, or vendors.

User Security Listing

active userinactive useruser name

Provides a list of users and assigned rights within PCLaw


Chapter 25-8Month End Report Overview


What it Does

G/L Reconciliation report

report month Compares journal balances to their associated control accounts at month end.

Cash Flow Planner report month Provides a list of cash on hand, aged A/P, A/R, and Work-in-Progress, bills sent, and cash received for one month.

Bank Reconciliation report

bank reconciliation period

Lists statements of reconciliation to the bank statement, bank journal, and optionally provides an outstanding items list.


Chapter 25-9Canadian Reports

Some reports are not available for earlier versions of PCLaw. The following table lists the Canadian reports and for which province they are available.

Report Name Included in Province

Transaction Levy Detail Ontario

Transaction Levy Summary Ontario

Transaction Levy Detail Newfoundland and Labrador

Transaction Levy Summary Newfoundland and Labrador

Trust Admin Fee Detail British Columbia

Trust Admin Fee Eligibility British Columbia

Trust Admin Fee Summary British Columbia

Volume Surcharge Summary Ontario


Index

Numerics1099 listing

see reports1099s 199

AA/P

new payable 132, 159, 161, 196

open payable 132, 161, 197process payables 198

accountant 221accounting restriction date 175accounts payable 86, 191, 196–201, 225accounts receivables (1200) ac-count 123accrual accounting 174, 178additional payee information 29, 39additional receipt information 29address

billing 24, 67client 24, 67secondary billing 67

admin group 232admin user 232age categories 180, 181Alberta 162, 216, 225allocation listing

see reportsAmicus 326amortization table 139anticipated disbursement 150appointment code 222, 245, 246appointment listing

see reportsappointment sheet 79, 222, 250appointments 246–256architect 221assigned lawyer

see lawyerAustralia 87auto transfer from trust 156, 157, 160, 169

Bbackups

documents 321external 321internal 322

balance sheet 226bank account summary 29, 138bank accounts 223bank balances 29, 138bank reconciliation 130, 131bill

see billingbilling

bill 40, 142, 144, 145, 157, 161, 163, 167, 169, 174, 179, 215

billing information window 148

disbs tab 144edit disk image 179explanation for fee adjust-

ment window 150fees tab 144frequency 27, 165main tab 146, 153matter tab 144options tab 145pre-bill 40, 142, 144–146,

163, 179, 215quick bill 143, 149rcpts tab 145recreate bill 176, 179release bill 152, 170request bill 142, 144, 145,

157, 161, 163, 167, 169, 174, 215

select charges 145split billing 168–171trust tab 145undo bill 174undo request bill 174undoing a bill in a closed

month 175unrecorded disbursements

window 150billing address

see addressBritish Columbia 216, 228browser 2, 3

Ccalendar 77, 79, 217, 219, 228, 244–256, 261

button 20linked dates 227time tab 247, 248

calendar pop up 317call log 260call notification 259, 260Canada 87, 213, 216, 228cash accounting 114change/write off bill 176, 177, 179check

correct general check 99correct trust check 112general 37, 39, 98, 132, 133,

159, 191, 198, 199, 225

release check 100release general check 101release trust check 116, 117request general check 100request trust check 116trust 45, 112, 132, 133, 157

checksee check

client 25associate 54, 58change number 56close client 57major 54, 58new client 54, 55, 193printing labels 57

client accounting ledgersee reports

client addresssee address

client costs journalsee reports

client disb recovery (1210) ac-count 123client expense recovery

see expense recoveryclient expense recovery (5010) ac-count 123client fee listing

see reportsclient introducing lawyer

see lawyer

Index 351

client ledgersee reports

client manager 58, 59, 192add tabs tab 59, 193custom tabs 59main tab 58matters tab 59security

see securityclient summary

see reportsclient wip billing, & collection summary

see reportsclosed matter register

see mattercollecting lawyer

see lawyercollection summary

see reportscomparative time analysis

see reportsconflict search 55connection settings 220

connection settings tab 79, 220

Internet Explorer tab 220Outlook tab 220

consultant 221contact

export contact information 89memos 77, 82new contact 77, 193printing labels 78

contact listingsee reports

contact manager 57, 81–85, 192, 261, 263

add tabs tab 193appointments tab 82, 249associated matters tab 83calendar tab 217calls tab 84, 217contact address tab 82contact information tab 82docs tab 217notes tab 83, 261

contact types 78, 80, 223contingency 160, 164–167

contingency calculator 149, 166, 167continuance 247, 250, 251Copitrak 104copying files 324, 325Corel WordPerfect 220, 263cost recovery 104–107create bill

see billingcreate pre-bill

see billingcustom layout 192custom tab 192

Ddaily time summary

see reportsdate

all dates 29default entry date 317format 25start date 41

date calculator 245, 247, 252default billing rate

see default ratedefault entry date

see datedefault rate 24department code 223deposit slips 114, 122, 130, 213deposit slips template 131disbursement recovery systems 104discount listing

see reportsdisplay as 25document manager 55, 79, 80, 153, 263document path 217document type 224, 264documents 262, 264drill down 35

Eelectronic billing 74, 190, 192e-mail 262, 264engineer 221ePCLaw 326Equitrac 104

Examen 190expense recovery 38, 102, 107, 159, 161, 191, 224

correct expense recovery 102expenses 36

deferred 36marking up 158office 36transfer 103

experimental set of books 18explanation 39, 165explanation code 33, 159, 162, 191, 199, 222, 224export contact

see contactexport matter

see matterexport vendors

see vendor

Ffee adjustment 149fee adjustment report

see reportsfee allocation 25fee credit lawyer

see lawyerfee sheet 161fees billed calculator 149find entries 20

GG/L adjustment 132general bank journal 185

see reportsgeneral bank-to-bank transfer

see transfergeneral check

see checkgeneral ledger 46, 175general retainer 28, 124, 130, 132, 133, 165, 169

correct retainer 124global change matter

see matterglobal search 55Great Britain 229, 230groups 232, 233


Hhelp panel

see quick stepholidays 222, 227, 245

IICBC 216import data file 104–107income statement 226installing PCLaw 4–16interest 182, 183, 215, 216Internet 326Internet Explorer 2, 220, 326invoice journal

see reports

Llawyer 221

client introducing lawyer 228fee credit 126, 154, 187matter introducing 61, 67responsible 24working 94

lawyers and rates 228, 244, 250accounting tab 248budget figures tab 229provincial tab 228special fields tab 228

Ledes 190legacy document path 217legacy documents 263Lexis.com 217LexisNexis Research 217linked dates 245, 255list of contact types

see reportslist of phone calls report

see reportsLitigation Advisor 190live update 326location code 227, 245, 246

Mmark offsetting A/R as paid 185mark up client expense

see expensematter

archived 65close matter 57

closed matter registerclosing 64, 65export 166export matter information 89global change 63, 157, 160,

183inactive 64new matter 22, 54, 55, 61,

169, 193, 214printing labels 63purged 65renumber 63summarizing 64

matter introducing lawyersee lawyer

matter manager 34, 66–76, 158, 163, 169, 192, 261, 263

add tabs tab 75, 191, 193all tab 72billing tab 24, 26, 68, 142,

160, 165, 166, 169, 170, 180, 182, 191, 214, 215, 216

button 20calendar tab 217calls tab 70, 217contacts tab 72, 78, 82custom tabs 75docs tab 73, 217electronic billing tabs 74e-mail tab 74events tab 69, 249ledger tab 71main tab 24, 67, 164notes tab 70, 261opening balances tab 75related tab 73research tab 74settings tab 68, 238summary tab 34, 69, 181,

237time tab 35, 71

matter manager securitysee security

matter summary 33matter-to-matter transfer

see transfermemory

see RAM 2

merge addresses 56, 78MICR font 213Microsoft Excel 220Microsoft Outlook 77, 79, 220, 326Microsoft Powerpoint 220Microsoft SQL Server 3Microsoft Word 79, 220, 263, 326modified cash accounting 114money laundering act 213mortgage amortization 139moving PCLaw 324MSDE 3

NNationwide 190network

requirements 2, 3wireless 3

new matterbilling tab 62custom tabs 62main tab 22, 26, 61opening balances tab 62

new matter settings 61, 214Newfoundland 216notes 261notes listing

see reports

OOntario 216, 228opening balances

matter 62, 75vendors 87

output 46overdue recurring transaction 133

Ppast due notice 180, 182, 215payable listing

see reportspayable selection criteria 198payment allocation listing 123

see reportspayment listing

see reportsPCLaw indexer 219PCLaw network analyzer 319

Index 353

PCLaw webbutton 20

PCLawTE 326pdf 153Pentium 2, 3phone call manager 70, 77, 79, 217, 258–260, 261phone calls 217, 258phone messages 258, 259photocopier 104phrasing 180play system data 19pop up help 21

invoices 122show vendors in paid to pop

up help 199vendor 87

Popular 190pre-bill

see billingprecedents 262, 264Price-Waterhouse Coopers 190print client summary 41print zero balance accounts 46printer setup 318printing 318provisional write-off 178purchases journal

see reportspurge calendar entries 253, 259purge old entries 320

Qquantity x rate 191, 224quick bill

see billingquick docs 263quick step

group buttons 19, 20help panel 19, 20reports 20task buttons 19

quick timer 43, 251Quicklaw 217quoted type 160

contingency 160, 165estimate 161fixed fee 27, 160monthly fees 161

monthly minimum fees 161no quote 161target wip 161total fees 161

RRAM 2, 3rate categories 227receipt

correct firm receipt 128correct trust receipt 113firm 128, 130, 132, 133trust 44, 113, 130, 132, 133

receivables by client reportsee reports

receive payment 42, 122, 123, 130, 132, 133, 169

correct receive payment 123G/L allocations tab 123invoice tab 123

recoverable 36recurring entries 132

recurring entries list 133recurring events 254referral source 222, 230register 134–137

A/P tab 137, 196, 197, 198appointments tab 137, 249expense tab 102, 136general tab 34, 98, 101, 124,

128, 135invoice tab 136, 174ledger tab 136, 174matter tab 137time tab 32, 35, 135trust tab 112–114, 117–119,

135release check manager 101reminders 245, 246, 248, 252reports

1099 listing 201allocation listing 200appointment listing 69, 79,

80, 83, 137, 252, 256, 261

appointment schedule 256billing (fees) journal 42, 126,

136, 154, 175billing by lawyer 154

client accounting ledger 95, 98, 100, 101, 109, 112–114, 116, 117, 122, 124

client costs journal 38, 98, 100, 101, 102, 107, 108, 136, 196

client fees listing 94client ledger 35, 42, 71, 95,

98, 100, 101, 102, 109, 112–114, 116–118, 122, 124, 136, 148, 149, 161, 171, 175, 177, 180, 184, 196, 228

client summary 69, 95, 109client trust listing 112–114,

118–120client wip billing, & collec-

tion summary 67client wip, billing, & collec-

tion summary 187collection summary 67, 126,

187comparative time analysis 95contact listing 72, 80, 87daily time summary 95disbursement analysis & in-

terest 109disbursement history 109discount listing 201document listing 74, 79, 80,

263fee adjustment 148general bank journal 29, 42,

98, 101, 108, 114, 122, 123, 124–126, 128, 129, 135, 198

hard & soft cost analysis 109invoice journal 154, 177lawyer wip, billing, & collec-

tion summary 187list of clients 27, 73, 80, 83,

181list of contact types 78, 80list of phone calls 70notes listing 70, 84payable listing 196, 198, 200payment allocation listing


122, 126, 186payment listing 198, 200purchases journal 137, 196,

200receivables by client 67, 154,

181, 186receivables by lawyer 186release request bills 153release request check 101,

117time listing 32, 71, 94, 135,

229time summary 94, 229time utilization analysis 95trust bank journal 112, 116,

120, 135trust bank matter-to-matter

transfer journal 118, 120

vendor ledger 87, 201vendor listing 87, 201wip summary by responsible

lawyer 165work-in-progress 94, 102,

108, 165write up/down journal 177,

186resources button 20responsible lawyer

see lawyerrestoring data 321, 323reverse provisional write-off 178

Sscreen resolution 2, 3security 232, 316

advanced settings 75bank accounts tab 234calendar 244calendar tab 234client manager 238contact manager 239matter manager 76, 237matter manager tab 235matters tab 235phone call manager 260register 240, 241time/fees tab 234

select set of books 317

service release 3settlement statement 142, 144, 167, 184, 215special fees 163, 225split matters button 170summarize charges 224system settings 60, 212–217

banking tab 114, 122, 128, 151, 156, 213

billing tab 142, 145, 157, 179, 215

check pattern tab 216data entry tab 102, 123, 156,

158, 159, 191, 198, 213, 224, 251, 258

firm tab 212front office tab 217, 263interest tab 216matter billing tab 68, 142,

214matter tab 61, 62, 214, 229matters tab 143memorized transactions tab

216other tab 61, 161, 213past due tab 180, 181, 182,

215provincial tab 162, 216research tab 217tax tab 213, 224

TTAFtask based billing 225, 230task code 31, 33, 191, 222, 229

UTBMS 191tax

gst 60, 87, 128, 177, 228sales tax 60, 177, 228vat 87, 177

terminology 221time listing

see reportsTime Matters 326time sheet 30, 161, 191time summary

see reportstip of the day 19to do’s 246, 248, 250, 253

toolbarPCLaw 20register 134

transaction levy 216Transaction Recording Systems 104transfer

correct general bank-to-bank 129

correct general matter-to-matter 125

correct trust bank-to-bank 119

correct trust matter-to-matter 118

correct trust-to-general 115general bank-to-bank 129,

130general matter-to-matter 125trust at the time of billing 151trust bank-to-bank 119, 130trust matter-to-matter 118trust-to-general 114, 130

transfer expensessee expenses

transferring data 323transfers

trust-to-general 170trust administration fee

see TAFtrust bank journal

see reportstrust bank matter-to-matter transfer journal

see reportstrust check

see checktrust receipt

see receipttrust-to-general transfer

see transferTymetrix 190type of law 25, 154, 190, 222, 230

UUNC path 217United Kingdom 87United States 87, 201updating PCLaw 326

Index 355

user defined tabs 59, 75user monitor 316

Vvdi 319vendor 86

closing vendors 87export vendor information

87, 89new vendor 87open vendor 87

vendor ledgersee reports

vendor listingsee reports

verify data integrity 319

Wweb timer 220Windows 2000 2, 3Windows 2003 3Windows 98 2Windows Explorer 220Windows XP 2, 3wip summary by responsible lawyer

see reportsworking lawyer

see lawyerworkstation settings 218

calendar tab 218, 227, 245, 247, 252, 258

color tab 219, 258data enty tab 218document tab 219other tab 218, 323research tab 219

write up/down journalsee reports


PCLawManual1003

Documents

Transcript of PCLawManual1003