Workflow Essentials: Managing Matters, Time,

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Workflow EssentialsManaging Matters, Time,
Expenses in PCLaw

• Presented by
• Patty Davidson

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About the Presenter

• Patty Davidson has been working with law offices
  for the past seventeen years. Her affiliation
  with the legal community started when she
  accepted the position of Executive Director of
  the metro bar association in Las Vegas, Nevada.
  She worked closely with lawyers and law firms for
  eight years in that capacity. During that time,
  it became apparent to her that law firms. Like
  many businesses, were very good at their
  profession, but not always as good as managing
  the day to day administrative work.
• Ms. Davidson is certified in Lexis Nexis Time
  Matters, Billing Matters, Total Practice
  Advantage, and PCLaw.
• Attorney Services and Planning LLC is now one of
  the founding businesses in the National Company
  Lawtopia LLC. Lawtopia was formed to provide a
  network of certified consultants to support
  programs and services used by Law Firms. Support
  and service can include assistance in software
  selection, implementation, and training for
  Practice Management, Document Management, Billing
  and Bookkeeping programs.
• Contact Information Patty.Davidson_at_LawtopiaLLC.c
  om or 702-878-6191

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Objectives

• Preset PCLaw options and defaults to create the
  most efficient data entry environment
• Enter and track time, fees and Expenses using
  various windows and components in PCLaw
• Identify various ways to correct the different
  entry types
• Note This presentation uses Version 10 PCLaw
  Program and Version 8 Quick Step within the
  program for the screen shots

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Additional Training Opportunities

• For additional training opportunities, visit
  LexisNexis University, where you may learn more
  about eLearning, eConsulting, Classroom, Anytime,
  and Just in Time Training class offerings.
• Also available are an extensive network of
  LexisNexis Certified Independent Consultants
  (CICs) who offer on-site training, installation,
  and maintenance of Practice Management software
  systems.

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Preset PCLaw options and defaults to create the
most efficient data entry environment
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PCLaw OptionsgtSystem SettingsgtOther Tab Quoted
Amounts
Use this setting to monitor ongoing work. Once
you reach the quoted amount the system will give
a warning when entering additional
time/fees/expenses
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PCLaw OptionsgtSystem SettingsgtOther Tab Show
Vendors and Client Pop Up Help
Checking the selection under Other OptionsgtShow
Vendors in Paid to Pop Up Help gives you access
to the Vendor list when entering costs through
Expense Recovery
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The Effects of Show Vendors in Paid to Pop Up
Help
When selected, you will have access to the vendor
list when entering the expense you want to bill
to the Matter. This also enables you to enter a
cost before receiving the statement from the
Vendor and then add it to the Payable once the
statement is received. This way, you can bill
the client when the cost is incurred not when you
receive the bill.
Not Selected
Selected
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The Effects of Show Clients in Rcvd From Pop Up
Help
Not Selected
Selected
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PCLaw OptionsgtSystem SettingsgtData Entry Tab
Allow Charges to be Held
Allow Charges to be Held gives options to
categorize time, fee or expense entries as they
are recorded. When billing, the program will
follow the rule set at the time the entry was
recorded for each entry
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The Effects of Allow Charges to be Held

1. No Hold Bill as usual
2. Hold Dont bill until we take off Hold
3. Show Desc only The description will show but it
   is treated as a No Charge
4. Add to Total only Only the amount will be added
   to the total no description will show
5. Never Bill Will never be billed

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PCLaw OptionsgtSystem SettingsgtData Entry Tab
Use Quantity x Rates Entries
By selecting Use Quantity x Rates Entries, preset
amounts can be attached to explanation codes so
when entering expenses you only have to put in
the number of items and the program calculates
the amount
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How Use Quantity x Rates Entries effects the
Explanation Codes in the list
Not Selected
Selected
1. Access the Explanation Code List
2. Select or Add a Code
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How Use Quantity x Rates Entries is used when
entering client costs for billing
As you choose the Expl. Code and tab you will see
the Quantity Calculation box. Enter the Quantity
and the amount is calculated based on the amount
set up in the code list
If Quantity x Rate in Explanation is checked the
calculation will appear in the Explanation field
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PCLaw OptionsgtSystem SettingsgtMatter Tab
Default Entries
Less typing, less mouse clicks and
standardization makes setting default entries
appealing. If the majority of your cases are
from a certain area you can prefill the address
fields. The same goes for task codes and billing
rate categories
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Where Matter Default Entries will be seen
New Matter Client Address
New Matter Default Rate
Automatically fills in Task on Timesheet
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PCLaw OptionsgtWorkstation Settings Close Data
Entry Windows on OK
If you enter the same type of entries in
multiples you will find it useful to uncheck this
option.
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PCLaw OptionsgtWorkstation Settings Auto Fill
for Matter and Client and Auto Fill Matter from
Description
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How Auto Fill for Matter and Client and Auto
Fill Matter from Description work
If both options are checked, on any data entry
screen where a Matter can be selected, as you
type the 1st two characters the program will
attempt to find the Matter. If you type the 1st
two characters of the nickname the number will
prefill. If you type the 1st two characters of
the Description you will have a list appear from
which you can choose the Matter
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PCLaw OptionsgtWorkstation Settings Expansion of
Explanation Codes
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PCLaw OptionsgtWorkstation Settings Default
Assigned Lawyer on Time Sheets
Prefills the Lwyr field in the Time Sheet with
the Assigned Lawyer for the Matter
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PCLaw OptionsgtWorkstation Settings Default to
selected timekeeper on Time Sheets
This selection is especially useful if you are
entering time for a certain individual. Or if
you enter everyones time you can open the
settings and change the Default as you change the
person for whom you are entering time. Less
typing, less mouse clicks
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PCLaw OptionsgtWorkstation Settings Carry Matter
Nickname Forward on Time Sheet
If the option is checked as you tab through the
Time Sheet the Matter number will carry forward.
If not selected as you tab through the Matter box
will be empty on the next line
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PCLaw Quick Step
Must be checked to use the Quick Step
The menu of activities can be changed
Categories on the Quick Step menu depend on the
Version you choose
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PCLaw Quick StepThe difference in the activity
menu
Version 10
Version 8
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PCLaw Quick StepMore Customization
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PCLaw Listsgt Matter Bill Settings
Matter Bill Settings can be used to apply preset
Bill Settings by using a template. It can be
applied when setting up a new Matter or after the
Matter has been set up by accessing it in the
Matter Manager
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PCLaw ListsgtMatter Bill Settings Adding
For example a template for task based billing
could be created with the selections needed to
require time in a Matter be entered using tasks
so it can be ebilled
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PCLaw ListsgtMatter Bill Settings Applying
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PCLaw ListsgtRate Categories
You can change the name or description of the
rate category to better suit your firms needs
(eg year, client, type)
The description will make it easier to choose the
correct rate category for your new Matters
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Enter and track time, fees and expenses using
various windows and components in PCLaw
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PCLaw Time Sheet
Several ways to access the Time Sheet
Each line on the Time Sheet will post separately
meaning they can be the same dates, Matters or
completely different from each other. The timer
on the left can be activated and stopped by
clicking on the clock icon.
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PCLaw Fee Sheet
Several ways to access the Fee Sheet
The Fee Sheet can be used to record flat fee
work. Note this is not to be confused with
court fees or other client cost fees. Fees
entered here are for work done by the attorneys
or staff
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PCLaw Fee Sheet Using Tasks to Record Flat Fee
Amounts
You can attach an amount to Task Codes and the
amount will record in the Fee Sheet when you
select that Task
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PCLaw Quick Timer
Several ways to access Quick Timer
Quick Timer can also be placed as an icon on your
desktop. You can have several Quick Timers going
at once. Save will post the entry. Delay Post
will put it in the Time Sheet
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PCLaw Quick Charge
Several ways to access Quick Charge
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PCLaw Time Entries from Appointments on the
Calendar
Access the Calendar and open the entry
From the Change Appointment window you can Post
Time. The Time Sheet entry will inherit any of
the common field information from the appointment
such as Action will become Explanation
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PCLaw Time Entries from To Dos on the Calendar
You can filter to see only the To Dos and select
from that list
Once you open the To Do you can post time from
the Change To Do screen
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PCLaw Time Entries from the Appointment Register
Accessing the Register
The Appointment Register can be used to bring
multiple appointments into one screen using
filters to narrow what you want to review
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PCLaw Recording Time Entries from the
Appointment Register
The register can be filtered for information
using the fields across the top and by opening
the Filters Advanced Selection window.
Highlight your selection and you can Post Time
using the button at the bottom of the register
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PCLaw Time Entries from the Phone Call Manager
Accessing the Phone Call Manager
Phone calls that are recorded to and from clients
can be accessed through the Phone Call Manager
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PCLaw Filtering Entries in the Phone Call Manager
Use the filters in the Manager to locate the
entries you will want to review
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PCLaw Time Entries from the Phone Call Manager
Open the Phone Call and from the Change Phone
Call window you can now post your Time Entry
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PCLaw Client Cost/Expense Entries from Check
Writing
Accessing Check data entry window
All debits from the bank account, checks, online
payment with ATM card, bank debits, that you will
bill to the client can be recorded at the time of
recording the bank transaction in the General
Check window. These expenses are considered Hard
Costs in PCLaw
Note General will refer to a General Operating
Bank Account. If you see General in the
description, you are not looking at a Trust
Account
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PCLaw Client Cost/Expense Entries from Expense
Recovery
Several ways to access Expense Recovery

• In house costs such as photocopies can be billed
  to recover some expense
• Costs that you will be billed for later such as
  outside Delivery can be billed in advance
• Costs that were already paid but you now decide
  to bill the client can be added
• Just a few ways for Expense Recovery

Depending on how your firm tracks expenses the
recovery window can be used in several ways.
These costs are considered Soft Costs in PCLaw
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PCLaw Client Cost/Expense Entries from Accounts
Payable
Several ways to access Accounts Payable
Accounts Payable entry allows you to enter costs
for billing even if you dont pay the bill right
away. You can enter the charges from your
Vendors statement and assign them to different
Matters as you record the entries
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Identify various ways to correct the different
entry types
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PCLaw Time Tab on the Calendar
Filter for the timekeeper you want to view. The
total amount of time appears on the Day. Red
would mean daily goals had been set and they had
not been met. Double click on the total number
of hours and you will access the Correct Time
Entry screen where you can make your adjustments.
Open the Calendar and select the Time tab
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PCLaw Pre-Bills run to Screen for Corrections
Several ways to access Pre-Bills
Run the Pre-Bill(s) to Screen
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PCLaw Pre-Bills Drilling Down
1. Pre-Bill Run to Screen
3. Refresh the Report (Pre-Bill) and you will see
the change
2. Correct the Entry
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PCLaw Time Register
Several ways to access the Time Register
Use the Time Register to view multiple entries
based on the criteria you choose to use in your
filters
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PCLaw Corrections from Time Register
Selection criteria can be added to the fields
across the top of the Register screen.
Additional filters can be added by accessing the
Filters Advanced Selection window
Open the entry you want to view or change. The
entry will open in the Correct Time Entry
screen. You can make your changes on that screen
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PCLaw Time Entries in the Matter Manager
Open the Matter Manager and select the Time
tab. Highlight and select the Change button or
double click on the entry. The entry will open
in the Correct Time Entry screen and you can
change it there
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PCLaw Bill Flow Manager
Opening Bill Flow Manager
Once you have created your Bill Flow you can
access the individual entries by highlighting the
Pre-Bill in the top window and selecting the Time
or Expense Tab in the bottom window. You can
then open the entry to make the changes in the
data entry area where they were created.
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PCLaw Expense Recovery Register with Filters
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PCLaw Accounts Payable Register with Filters
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PCLaw Check (General) Register with Filters
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PCLaw correction of Time Entries through Reports
Various Reports can be used for correcting Time
Entries. As you review the list you will be
looking for those reports that can contain
unbilled time entries. You can use the filters
to narrow the amount of information you want on
your report. You can filter by Matter, Client,
Responsible Lawyer, Working Lawyer, Date Range
etc. In this example we use the
Work-in-Progress Client report
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PCLaw correction of Time Entries Drilling Down
in Reports
1. Report has been run to Screen. Entry is
opened by double clicking
2. Change is made on the data entry screen
3. Report is Refreshed and the change can be seen