PCLaw Version 13.0 This document provides a quick, printable reference for commonly used features of PCLaw that as accessed from the Main menu. Add a new matter Begin by adding a matter for each of your cases. 1. Select File > Matter > New Matter from the Main menu. The New Matter screen displays. 2. In the Client box, if not pre-filled, type the client number. The PCLaw application automatically increments subsequent matter numbers by one and assigns the next number in sequence. 3. Select the Type of Law drop-down menu to select a type of law. 4. Select the Responsible Lawyer drop-down menu to select the responsible lawyer. 5. In the Description box, type a matter description. In the Client area, type the client s name, to include the firm name, address, phone numbers, email address and other information as pertinent. 6. Complete the Opening Balances tab as applicable: a. In the Date column, type the original date of the invoice. b. In the Inv column, type the pre-assigned number for the invoice. c. In the Fees column, type the original fee value of the invoice. d. Click the Detail button if the fees are allocated to more than one lawyer or a lawyer who is not the responsible lawyer. The Fee Allocation Split window appears. e. In the Disbursements column, type the original disbursement value of the invoice. f. (Optional:) For firms collecting GST or VAT: In the GST/VAT column, type the original calculated GST or VAT value. 1 of 12
g. (Optional:) For firms collecting sales tax: In the Sales Tax column, type the original calculated sales tax value. h. If there are partial payments, in the Paid column, type the total value of the payments applied to the invoice. i. (Optional:) If there are unbilled charges for the matter, in the Fees column: In the Taxable row, type the value of tax eligible unbilled fees. In the Non-taxable row, type the value of non-tax eligible unbilled fees. j. (Optional:) If there are unbilled charges for the matter, in the Disbs column: In the Taxable row, type the value of GST/VAT and sales tax eligible unbilled disbursements. In the Non-taxable row, type the value of non-tax eligible unbilled disbursements. In the GST Only row, type the value of disbursements eligible to be charged GST only. In the Sales Tax Only row, type the value of disbursements eligible to be charged sales tax only. k. (Optional:) If the matter has existing trust balances: In the Account column, type the account number for each trust account in which the matter holds a balance. In the Amount column, type the balance in the corresponding trust account. 7. Click OK to save the matter. Record time Use the Time Sheet to record hours and rates. 1. Select Data Entry > Time Sheet from the Main menu. The Time Sheet screen displays. 2. In the Timer column: To start the timer, click the clock icon. A green clock indicates the timer is running. To pause the timer, click the green clock icon. A red clock icon indicates the timer is paused. To restart a paused timer, click the red clock icon. 2 of 12
To start a timer on another record, click the white clock icon on that line. Any active timer automatically pauses. 3. In the Date box, accept the default entry date or type/select a different date. 4. In the Matter column, type or select the matter. 5. In the Lawyer column, accept the matter's default responsible lawyer, or type/select a different lawyer nickname. 6. In the Task column, accept the matter's default task code, or select a different task code. 7. In the Hours column, type the number of hours if not entered when the clock is stopped. 8. In the Rate column, accept the matter's default billing rate, or type a different rate/rate code. 9. The Amount column displays the sum of Hours x Rate. 10. In the Expl. Code column, select an explanation code or in the Explanation column, type an explanation. 11. If Add s to Time Entries To is enabled on the Options > System Settings > Data Entry tab, then a s column is also displayed in the Time Sheet window. To add a note that's associated with the time entry, enter it in the s box or select the drop-down arrow to open the s screen. s do not show up on bills or reports except reports like the Appointment List report. These notes will show up in other areas where notes are displayed. 12. If Allow Charges To Be Held is enabled on the Options > System Settings > Data Entry tab, then a Hold column is also displayed in the Time Sheet window. Use the drop-down arrow to select the preferred hold status for the entry. Select No Hold to include the charge on any Pre-Bill, Bill, Quick Bill, Request Bill, or Select Hold to exclude the charge on any Pre-Bill, Bill, Quick Bill, Request Bill, or The charge is excluded from any bill unless Include Held Charges is selected on the Main tab of the billing window. Held charges cannot be included on a Quick Bill. 3 of 12
Select Show Desc Only to exclude the value of a time or fee entry from appearing on any Pre-Bill, Bill, Release Bill, or The entry description, task code, hours (for time entries), and lawyers appear on the invoice. N/C is shown for the amount. The hours and amount are not included in the total for the invoice. When the entry is billed, a reversing entry is added to the Client Ledger to negate the transaction value. Select Add to Totals Only to include the hours and amount of the charge in the subtotals and totals for any Pre-Bill, Bill, Request Bill, or Select Never Bill to never include the charge on any Pre-Bill, Bill, Quick Bill, Request Bill, or An invoice number is not assigned to this entry on the Client Ledger or Register. 13. (Optional:) Click Print to print a Time Listing of the displayed records. 14. (Optional:) Click the Register button to open the Register. 15. (Optional:) Click Delay Post to save the records in a temporary file. The next time Time Sheet is opened, the delayed post time records are displayed. 16. (Optional:) Click Calendar to open the Calendar window. 17. Click OK to save the entry. The record(s) are posted to PCLaw. Record fees Use the Fee Sheet to record fees for a matter. 1. Select Data Entry > Fee Sheet from the Main menu. The Fee Sheet screen displays. 2. In the Date box, accept the default entry date or type/select a different date. 3. In the Matter column, type or select the matter. 4. In the Lawyer column, accept the matter's default responsible lawyer, or type/select a different lawyer nickname. 5. In the Task column, accept the matter's default task code, or select a different task code. 6. In the Amount column type the flat fee amount. 7. In the Expl. Code column, select an explanation code or in the Explanation column, type an explanation. 8. If Allow Charges To Be Held is enabled on the Options > System Settings > Data Entry tab, then a Hold column is also displayed in the Fee Sheet window. 4 of 12
Use the drop-down arrow to select the preferred hold status for the entry. Select No Hold to include the charge on any Pre-Bill, Bill, Quick Bill, Request Bill, or Select Hold to exclude the charge on any Pre-Bill, Bill, Quick Bill, Request Bill, or The charge is excluded from any bill unless Include Held Charges is selected on the Main tab of the billing window. Held charges cannot be included on a Quick Bill. Select Show Desc Only to exclude the value of the fee entry from appearing on any Pre-Bill, Bill, Release Bill, or The entry description, task code, hours (for time entries), and lawyers appear on the invoice. N/C is shown for the amount. The hours and amount are not included in the total for the invoice. When the entry is billed, a reversing entry is added to the Client Ledger to negate the transaction value. 9. (Optional:) Click Print to print a Time Listing of the displayed records. 10. (Optional:) Click the Register button to open the Register. 11. Click OK to save the entry. Soft costs recording Soft costs (or non-cash disbursements), such as photocopy charges, are client expenses where a check is not issued. 1. Select Data Entry > Expense Recovery from the Main menu. The Expense Recovery screen displays. Tip 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. 2. In the Check area: In the Reference # box, type or accept the expense recovery reference number. In the To box, type the payee's name. In the Explanation box, select an explanation code or type an explanation. 5 of 12
3. In the Allocation area: In the Date column, for each allocation, type or select the date. In the Matter column, type or select the nickname for the first matter to which expenses are allocated. For multiple allocations, select the same or a different matter nicknames on subsequent lines. In the Expl. Code column, select the explanation code to be associated with the expense recovery, or, if the allocation explanation differs, type the new explanation in the Explanation box. Tip If the expense recovery is to be divided between multiple allocations, type the value of each allocation on a separate line in the Amount column. In the G/L Account column, type or select the G/L nickname for each allocation if not already completed. If you are unsure of the G/L account to use, consult your bookkeeper or accountant. 4. If Allow Charges To Be Held is enabled on the Options > System Settings > Data Entry tab, then a Hold column is also displayed in the Fee Sheet window. Use the drop-down arrow to select the preferred hold status for the entry. Select No Hold to include the charge on any Pre-Bill, Bill, Quick Bill, Request Bill, or Select Hold to exclude the charge on any Pre-Bill, Bill, Quick Bill, Request Bill, or Select Never Bill to never include the matter cost on a bill. 5. (Optional:) Click Print to print a listing of the displayed record(s). 6. (Optional:) Click the Register button to open the Register. 7. Click OK to save the entry. Hard costs recording Hard costs, such as courier charges are client expenses where a check is issued. 1. Select Data Entry > General Bank > Check from the Main menu. The General Check screen displays. 6 of 12
2. In the Acct box, type or select the bank account. 3. In the Check box, type or accept the check number. 4. In the To box, type the payee's name. 5. In the Date box, type or select the date. 6. In the Amount box, type the check amount. 7. (Optional:) 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. Select Include in AP to apply the payment towards an A/P invoice. In the Invoice box, type or select the invoice number of the payable. 8. (Optional:) For firms collecting GST: In the Pay GST box, select the GST category. The GST amount is calculated automatically in the GST box. 9. In the Explanation box, select an explanation code or type an explanation. 10. In the Matter column, if all or a portion of the check is to be allocated as a cost to one or more matters, type or select the nickname for the first matter on the first line and repeat for each matter on subsequent lines. If all or a portion of the check is to be allocated as a firm cost, leave the Matter column blank for all firm allocations. 11. (Optional:) For firms collecting GST: In the GST column, the default GST category appears automatically for each matter allocation. Accept or change this category. Firm allocations do not require a GST category. 12. In the Expl. Code column box, if the allocation explanation differs from the explanation for the check, in the Explanation box, select the new explanation code or type the new explanation. 13. In the Amount column, if the check is to be divided between multiple matters or G/L accounts, type the value of each allocation on a separate line. 14. In the G/L Account column, type or select the G/L nickname for firm allocations. Matter allocations automatically default to the Client Disb Clearing account (5210). 7 of 12
15. If Allow Charges To Be Held is enabled on the Options > System Settings > Data Entry tab, then a Hold column is also displayed in the Fee Sheet window. Use the drop-down arrow to select the preferred hold status for the entry. Select No Hold to include the charge on any Pre-Bill, Bill, Quick Bill, Request Bill, or Select Hold to exclude the charge on any Pre-Bill, Bill, Quick Bill, Request Bill, or Select Never Bill to never include the matter cost on a bill. 16. Click the Create button to make this entry into a recurring entry. 17. Click the Use button to use an already recorded recurring entry. 18. (Optional:) Click Print to print a record. 19. (Optional:) Click the Register button to open the Register. 20. Click OK to save the entry. Create a bill Create a bill after time, fees and expenses are added to the matter. 1. Select Billing > Bill from the Main menu. The Bill Selections screen displays. 2. In the Matter box, type the matter nickname. 3. Select the Printer check box in the Output area, to print the bill. 4. Click OK. A PCLaw confirmation screen displays. 5. Click OK to accept or change the amount(s) being billed. The Billing Information screen displays. 6. (Optional:) If you would like to review the charges before the bills are produced: a. Select Billing > Pre-Bill from the Main menu. b. In the Matter box, type the matter nickname. c. Select the Printer check box in the Output area, to print the bill, or select Screen to view the bill on the screen. d. Click OK to print/display the bill. e. (Optional:) Click Print on the menu portion of the bill preview screen to print the bill. 8 of 12
Once the bill is produced, all the charges included on the bill are marked as billed for the matter. All accounting reports are updated to show the bill and the A/R balance. f. Click Close on the menu portion of the bill preview screen to close the window. 7. Click OK to produce the bill if you need not elect to view the bill in Step 6 above. The bill is printed. Receive payment After receiving a payment, apply the payment to the outstanding balance of a bill. Amounts over and above the amount outstanding can be allocated to pay other invoices or any/all of the following: transferred to a trust refunds can be sent to a client added to the retainer for a matter. If the Always Transfer Overpayments to Trust option is selected under Options > System Settings > Data Entry, then the Send Refund to Client and the Add to Retainer for a Matter options will not be available for overpayment allocations. 1. Select Data Entry > General Bank > Receive Payment from the Main menu. The Receive Payment screen displays. 2. In the Acct box, type or select the bank account. 3. In the Rcpt # box, type or accept the receipt number. 4. In the From box, type the payee's name. 5. In the Date box, type or select the date. 6. In the Amount box, type the amount. 7. In the Explanation box, select an explanation code or type an explanation. 8. In the Client Check # box, type the number that appears on the received check. 9 of 12
If Use Deposit Slips is enabled on the Banking tab of System Settings, you can designate a payment method. 9. Perform one of the following: To display invoices for selected matters, click the Matter button. To display all invoices for a matter, in the Matter box, type or select the matter nickname. To display invoices for all matters belonging to a client leave the Matter box blank. 10. In the Client box, type or select the client nickname. If a major client is selected, a PCLaw prompt appears. Click Yes to display invoices for all associated clients for the major client. Click No to display only invoices for the specified client. 11. In the Invoice box, to display a single invoice for payment, type or select the invoice number. 12. In the Interest Payment Amount box, select or enter the interest amount. 13. Click the Calculate button to display interest applied to the invoices. The Interest Calculation Date screen displays. 14. Select the calculation date timeframe to be used, and click OK to continue. (Optional:) The Invoice Tab The Invoice tab displays information for all invoices as determined from the Payment Selections area. Payments are allocated by invoice according to the first invoice listed. By default, invoices are listed by date. 1. In the Payment column, type the appropriate amount. Tip 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 under the Options > System Settings > Data Entry tab, payment is allocated proportionally to taxes, disbursements and fees. 2. Click the Details button under the Payment column to change how a partial payment is applied to an invoice for that invoice. 3. In the Interest column, type in the new interest amount to change the amount of 10 of 12
interest applied to an invoice. (Optional:) G/L Allocations Tab If Auto Allocate Payments to G/L Accounts is selected under Options > System Settings > Data Entry tab, PCLaw automatically allocates payments to the appropriate G/L Accounts. Auto Allocate Payments to G/L Accounts is a mandatory selection for the Accrual Accounting method. 1. In the Amount column, type the new amount to change an amount allocated to a G/L. Tip If an allocation is increased or decreased, there must be a corresponding decrease or increase for the allocation to another account to stay in balance with the Receipts and Invoice tab sections of the Receive Payment window. 2. Under the G/L Acct column, type or select the new G/L nickname to change a general ledger account for an allocation. Tip Changes made to allocations appear on the General Bank Journal and Payment Allocation Listing. G/L Adjustments made after the payment is saved affect the general ledger only and not the Payment Allocation Listing. (Optional:) Pay other invoices To reallocate any overpayment amounts, select any or all of the following buttons and enter the amount to be allocated accordingly. Transfer to Trust Send Refund to Client Add to Retainer for a Matter If the Always Transfer Overpayments to Trust option is selected under Options > System Settings > Data Entry, then the Send Refund to Client and the Add to Retainer for a Matter options will not be available for overpayment allocations. If the Allow General Retainers option is disabled under Options > System Settings > Data Entry tab, an additional option is available on the Matter Manager which allows clients to override system settings on a matter-by-matter basis. 11 of 12
1. Click the Pay Other Invoices button to pay other invoices. 2. Click the Create button to make this entry into a recurring entry. 3. Click the Use button to use an already recorded recurring entry. 4. Click the Print button to print a receipt. 5. Click the Register button to open the Register. 6. Click OK to save the entry. 7. Click OK to continue. Produce a client ledger The Client Ledger provides a detailed history of all accounting entries relating to a matter. 1. Select Reports > Client > Ledger from the Main menu. The Client Ledger screen displays. 2. In the Matter box, select or type the matter nickname. 3. In the Start Date and End Date boxes, accept the defaults to show all entries. 4. Select the Printer check box in the Output area to print the report. 5. Click OK to run the report. Matter manager Each case in PCLaw is called a matter, around which all activities revolve. To work with matters and their associated entries, use the Matter Manager. 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. LexisNexis, Lexis, and the Knowledge Burst logo 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. PCLaw is a registered trademark of LexisNexis Practice Management Systems Inc. Other products and services may be trademarks or registered trademarks of their respective companies. Copyright 2012 LexisNexis. All rights reserved. Version 2012.10.01 12 of 12