PCLaw A/R & Template Editor - Welcome to LexisNexis Editor is a dynamic tool, used most often for checks and billing templates, to define and shape those items both in terms of appearance

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PCLaw® A/R & Template Editor

PCLaw 12 New Certification Training

Virtual Training - Lesson 4

Business of Law Software SolutionsPractice Management

Copyright © 2012 LexisNexis, a division of Reed Elsevier Inc. All rights reserved.

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®LexisNexis, Lexis, Time Matters, and PCLaw are registered trademarks of LexisNexis, Inc.

Copyright © 2012 LexisNexis, a division of Reed Elsevier Inc. All rights reserved.

Updated 9/07/2012

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Table of ContentsIntroduction to A/R & TE . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1

Working With Interest . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

Calculating Interest. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3The Interest Formula. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3A Working Example. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

Applying Interest. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4Enabling Interest for the Firm . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4Preparing Interest for Matter Bill Setting Profiles . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6Preparing Interest for Single Matters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6Setting Interest for Multiple Matters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6Enabling Interest for Existing Invoices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6

Reporting Interest . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8Client Ledger. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8Client Summary. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8Receivables by Client Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8Interest Calculation Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8Disbursement Analysis and Interest Report . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9

Past Due Notices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

Creating Past Due Notices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11Common Tab of Past Due Notices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11Options Tab of Past Due Notices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12

Creating Collection Memos . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14

Change/Write Off Bill . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15

Custom Tabs. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19

Navigating the Custom Tabs Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19Creating a New Custom Layout . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20

Accounts Receivable & Template Editor

PC

Template Editor . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25

Overview. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25Opening Template Editor . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26Creating Sections on Templates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27

Defining Sections . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27Working With Miscellaneous Sections . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28Working With Fee, Disbursement, and Trust Sections . . . . . . . . . . . . . . . . . . . . . . . 29Creating Fee, Disbursement, and Trust Sections . . . . . . . . . . . . . . . . . . . . . . . . . . . 30Adding Sections . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32Moving Sections . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32Resizing Sections . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32Removing Sections . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33Specialized Sections . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33

Adding Elements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34Adding Text Elements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34Font Selection . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35Adding Tokens . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35Date Format . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38Currency and Numeric Formats . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38Percent Format . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39Name Format . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39Custom Tab Tokens . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40Adding Shapes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40Adding Graphics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41Adding Formulas . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42

Arranging Elements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43Resizing Elements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43Moving Elements. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43Enabling Snap. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43Enabling Grid Lines. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44

Formatting Templates. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44Selecting Template Types. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44Selecting Output Formats . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45Setting Report Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45Working with Background Elements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46Page Setup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46

Saving the Template . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47

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Adding to the Template . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49

Past Due Phrasing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49Setting Phrases . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49Preparing Past Due Templates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50Adding Custom Tab Tokens to a Template . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52

Exercise 4 - A/R and Templates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55

Accounts Receivable & Template Editor

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Introduction to A/R & TE
This virtual training session focuses on two topics: managing the firm’s accounts receivables, and using the Template Editor in PCLaw.
When an invoice is sent to a client, two possible actions may occur. The client may pay the bill, or for whatever reason, the client does not pay the bill. For the first option, the duration between issuing the invoice and receiving payment, the firm holds a defined financial obligation owed to it by the client, commonly referred to as a(n) (accounts) receivable. If the client pays his bill in a timely manner, no action is required on this receivable. If payment is not forthcoming, or is late, then the scenario changes. The firm can choose to charge interest on the outstanding balance, issue past due notices in an effort to recover what is owed, or if the firm deems the balance to be uncollectible, they can choose to write off the balance and take a loss on the account.

Template Editor is a dynamic tool, used most often for checks and billing templates, to define and shape those items both in terms of appearance and content, to best meet the needs of the firm. While this session will center on the billing template, the Template Editor can also be used with past due notices, financial statements, receipts, labels, and deposit slips.

Objectives:

Upon completion of this lesson you will be able to:

• Write off uncollectible balances.

• Apply interest to outstanding balances, on the firm, matter, and invoice levels.

• Produce past due notices for different age categories and with different phraseology.

• Operate comfortably within the Template Editor, with the ability to add, move, and define items within a template.

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CIC Endorsement Training

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Working With Interest
PCLaw provides the ability to charge interest on outstanding accounts on an invoice by invoice basis. Interest rates can be set by invoice, matter, or time period. The Past Due Notices module provides a wide range of capabilities for determining the manner in which interest can be charged.
Calculating Interest

This topic demonstrates how interest is calculated within PCLaw. The complexity of the interest calculation is dependant on whether the Past Due Notices module is used.

The Interest Formula

The formula for calculating interest is:

((Amt x Rate)/365) x (No. of Days Outstanding - Grace Period)

The system takes into account interim payments. For example:

Invoice issued Jan 1st Fees $1500.00 Disbs $300.00Total $1800.00

Partial payment Mar 15th $600.00Balance $1200.00

A Working Example

A new bill is created on Apr 1st with:• 18% annual interest applied.

• Time outstanding at $1800 from Jan 1st to March 15th = 74 days.

• Time outstanding at $1200 from March 15th to April 1st = 17 days.

Interest on $1800 is calculated as follows:

((1800 x 18%)/365) x 74 = $65.69

Interest on $1200 is calculated as follows:

((1200 x 18%)/365) x 17 = $4.47

Total Interest Calculated = $70.16

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Applying Interest

Default interest settings can be selected both for the firm and Matter Bill Setting profiles. Interest can subsequently be overridden on the matter level and applied uniquely for individual invoices.

Enabling Interest for the Firm

Options > System Settings > Past Due/Interest Tab

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 Notices Tab, and new invoices are not created for pre-existing matters.

Disabling interest in System Settings overrides individual matter and invoice settings. Therefore, even if the Apply Interest option is selected on the Billing Tab of Matter Manager, interest is not calculated.

Past Due Notices tab of the System Settings window

What You Should Know:

Calculate Interest on Invoices• Enables all interest functionality in PCLaw.

Invoice Date• Calculates interest starting from the A/R date of the invoice.

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End of Grace Period• Calculates interest after the expiration of the grace period.
Set at Billing• Select to set the default interest rate. • This rate can be overridden on the Matter Bill Settings profile, on

the Matter Manager > Billing Tab, and for individual invoices.• Unless the profile or matter is set to a specific rate, the matter

uses the default rate.

Use Rate Table• Allows more advanced interest calculations.

Set Rates• Sets interest rates according to historical dates, using the

Interest Rates with Effective Dates window.

Interest Rates with Effective Dates window

• Add the rate and effective date as many times as the interest rate has changed for the firm, historically.

• 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.

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NotesCompound Frequency• Select the calculation method for simple or compounding
interest. • For example, if Semi-Annually is selected, PCLaw charges

interest on the accumulated interest after six months.

Preparing Interest for Matter Bill Setting Profiles

Options > Lists > Matter Bill Settings

Interest can be set in any Matter Bill Settings profile that is assigned to a matter. A profile can be set as the default for new matters, ensuring whenever a matter is created, that profile and its selections are enabled for that matter. Changes to existing Matter Bill Settings profiles apply directly to any matters currently using that profile.

Preparing Interest for Single Matters

File > Matter Manager > Billing Tab

Specific interest rate and interest settings can be assigned to individual matters, overriding its selected billing profile. The user must select to Allow Bill Settings Overrides on the Billing Tab of Matter Manager prior to setting individual interest settings for the matter.

Setting Interest for Multiple Matters

File > Matter > Global Change

File > Matter List

For matters where the Allow Bill Settings Overrides option is not enabled on the Billing Tab of Matter Manager, interest can be adjusted through Matter Bill Settings, making action through Matters > Global Change not required.

For matters where Allow Bill Settings Overrides is enabled on the Billing Tab of Matter Manager, additional changes to the override options can be made to a matter grouping through the Global Change module on the File > Matter pull-down menu, or for version 9.30 and higher, by using the Matter List.

Enabling Interest for Existing Invoices

Billing > Change Interest on Bills

Use the Change Interest on Bills window to set or change the interest rate for previously created invoices belonging to a matter, client, or responsible lawyer. Invoices can be filtered by date range.

In addition, a unique interest rate can be assigned to a single invoice.

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Change Interest on Bills window


Interest should always be entered as an annual rate. If you are using a monthly rate, multiply that rate by 12.

Behind the Scenes:

Calculated interest is not posted anywhere in PCLaw. If an interest value is required for any purpose, whether it be reporting, billing, past due collections, or receiving payments, it is calculated at that instance.

The reason is that interest is always fluid, always accumulating, therefore it makes no sense to capture and store an interest calculation at any point in time in the PCLaw database.

For all accounting methods, interest is not posted to the general ledger until payment is received against it. When payment is received against interest, Interest Income (4999) is credited as revenue to the firm.

Common Troubleshooting:

Interest is not displaying on an individual invoice although interest is enabled for the matter

Most likely, the invoice existed prior to the interest being enabled for the matter. Interest is not retroactive. In this scenario, set interest for this individual matters, or for all pre-existing invoices for the matter, client, lawyer, or firm, using the Change Interest on Bills tool on the Bills pull-down menu.

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Reporting Interest

Client Ledger

Each billing slug on the Client Ledger, where interest is applicable, displays the interest paid to date for that invoice and interest calculated from the last payment date to the default entry date. The report end date is not used for interest calculation. Interest amounts remain separate on the ledger and are not included in any of the billed totals.

When running Client Ledgers for multiple matters, there is an interest entry in each matter summary, and an overall interest total for all matters included in the report. Interest is not included in any of the Period or End Date Totals.

When payment is applied against interest, a notation is made on the Client Ledger for the allocation, however a zero value is posted under the General > Rcpts column.

Excerpt from the Client Ledger

Client Summary

The Client Summary gives a sum of interest paid and interest due for both matter and firm. The interest amounts are separate and not included in any of the Matter or Firm Totals. Information on individual invoices is not available.

Receivables by Client Report

Interest is calculated to the report date for each applicable invoice, matter, and report total. Interest is not included in the invoice, matter, or report totals.

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Interest Calculation Report

The Interest Calculation report displays each invoice and its respective interest rate. Interest calculated on the invoice appears in the next line. Interest is compiled up to a payment made on the invoice, or if no payments have been made, to the Interest Up To date selected when creating the report.

When a payment has been made, the portion of the payment applied to interest appears as a negative amount in the Activity > Interest column as a payment type.

Interest generated between the payment date and the Interest Up To date of the report appears as a positive amount in the Activity > Interest column as an Interest Type. Its date is the Interest Up To date.

The Owing > Interest column shows a running balance of interest outstanding and paid.

Disbursement Analysis and Interest Report

The Disbursement Analysis and Interest report does not take into consideration billing or A/R dates. Interest is calculated from the date the disbursement is entered to the interest calculation date of the report.

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Past Due Notices

Past Due notices provide a statement of account to send as a reminder to clients who have previously been billed, but still have invoices outstanding. Past Due Notices may be created individually or en masse to all clients fitting the selected criteria when the notices are created.

Creating Past Due Notices

A past due notice is a reminder sent to clients reaffirming they have an outstanding balance with your firm. Producing a past due notice does not change or write entries to the Client Ledger or Billing (Fees) journal. A notice may be created at any time interval for a client. The Past Due Notice selection window has three tabs, and each is discussed in the following sections.

Common Tab of Past Due Notices

Billing > Past Due Notices > Common Tab

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 drop-down menu or Quick Step.

Common Tab of the Create Past Due Notices selection window


Lawyer• This field creates notices for the collecting lawyer.

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NotesTemplate• Select the template to produce notices on the past due notice
template.• Leave the box blank to use the default past due notice template

on the Matter Manager > Billings Tab for each matter.

Start Date/End Date• Refers to the A/R date of the invoice.

Calculate Interest To• Select the date to cap interest calculated on invoices.

Activity

Check one or more of the following to add an activity section to the past due notice:

Include Receipts• Add a record of all payments made within the activity date.

Include Billing• Add a record of all billings performed within the activity date.

Include Write Ups/Downs• Add a record of all write ups/downs after the time of billing within

the specified activity date.

Options Tab of Past Due Notices

Billing > Past Due Notices > Options Tab

The Options Tab provides additional parameters for creating Past Due Notices.

Options tab of the Create Past Due Notices window


A/R Balance Less Than• Type the amount to exclude matters with an A/R balance less

than the specified value.

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No Unpaid Invoices Before• Select the date to exclude matters with no unpaid invoices prior
to that date.

Behind the Scenes:

Past due notices can be run as many times as required for a matter. The notice does not make a notation on the Client Ledger nor Billing Fees Journal. The date of the last past due notice is stored in the Matter Balances data file.


Matters are excluded from mass on the Past Due Notice runMatters can be selected to be included or excluded from past due notices both on a Matter Bill Setting profile and an individual matter level.

If one or more matters are excluded from a run, confirm that Produce Past Due Notices on Overdue Invoices is checked on the Past Due/Interest Settings window for the Matter Bill Settings profile, or if the billing profile is overridden for the matter, this window is repeated on the Billing Tab of Matter Manager.

Firm does not have past due noticesPast Due Notices is a standard feature for current PCLaw versions. However, Past Due Notices was an optional module for versions prior to version 9. If a firm is on an earlier version of PCLaw, without past due notices, the Past Due Notice option is not available on the Billing pull-down menu, and an Interest Tab replaces the Past Due Tab in System Settings. The Interest Tab has limited options.

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Creating Collection Memos

File > Matter Manager > Collection Memos

Memos regarding the collection of outstanding receivable balances may be kept for each matter. Collection memos are added and viewed through the Matter Manager and may be included on the Receivables by Client and List of Clients reports.

Behind the Scenes

Collection memos are stored as part of the matter record in the Matter Information data file.

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Change/Write Off Bill

Billing > Change/Write Off Bill

Change/Write Off Bill is the option of last resort when managing accounts receivable. If an invoice is deemed uncollectable, it can be written off in its entirety. If the firm is in a dispute with the client, or arranges a compromise settlement with the client, a portion of the invoice can be written down. If a collection is made on an invoice that was already written down, it can be written back up to the required balance.

Use the Change/Write Off Bill module to perform the following in PCLaw.

• To change the value of an existing invoice.• To write down a bill as a bad debt.• To reallocate fees.

The term write off in PCLaw applies to an existing A/R balance that needs to be reduced to a zero value. The term write down applies to an invoice whose value is being reduced but not being brought to zero. The term write up applies to an invoice that was previously written off, and now the value must be increased.

Change/Write Off Bill Window

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NotesWhat You Should Know
Invoice• The list of invoices may be restricted to the selected matter.

Task Code• Create a variety of task codes defined as Write Down to ensure

the Write Up/Down Journal can track the types of changes that are made to finalized bills.

• If the selected task code is not assigned to the Write Up/Down Category on the Add/Change Task Codes window, PCLaw prompts the user that a task code assigned this category should be used.

• The user can change the task code or use the original code that they assigned.

Write Off all Outstanding Invoices for This Matter• When checked, the Invoice, New, and Change boxes become

unavailable, and partial write-downs and write-downs of selected invoices are not allowed when this box is checked.

Disbursements• If Separate Hard and Soft Client Costs is selected on the Other

Tab of System Settings, then the user has the option of writing down hard and soft costs separately.

New• Type the new balance of outstanding fees, disbursements, and

taxes for the selected invoice.• The Change column adjusts automatically.

Change• Type the value of the adjustment for fees, disbursements, and

taxes for the selected invoice.• The New column adjusts automatically.

G/L Account• Write ups/downs do not need to be applied to the original

account. For example, Bad Debt Expense (5060) can be used to track write-downs.

• A G/L nickname is not required for Modified Cash or Cash systems when making changes to fees.

• For Accrual systems, fee changes can be assigned to a single G/L account or allocated between multiple accounts, such as individual accounts for each affected lawyer.

• For firms collecting value added or sales tax, changes to tax values should be allocated back to their original accounts. Bad Debt Expense (5060) should not be used.

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Behind the Scenes:
Write ups/downs can be tracked individually on the Write Up/Down Journal.

The Client Ledger posts the changes to the matter as separate entries, according to the Change/Write Down date. The new entries are assigned the original invoice number.

The Billing Fees Journal displays appended values for the invoices, if Include Write-Ups and Write-Downs is selected on the Other Tab of the reports selections window. If this option is not checked, then the original invoice displays. The Billing Fees Journal does not list the original invoice and the write up/down separately. To view these components, use the Write Up/Down Journal.

With regards to the PCLaw database, changes to fees creates a new Time Entry record. Changes to disbursements creates a General Bank Common Information and a General Bank Allocation record. The Invoice record is not affected, however a record is created in the Write Off data file. Each time a change is made to this invoice, a new Write Off record is created. Write Off records are linked to the original invoice record.


Cannot undo a changed invoiceOnce an invoice is written up or written down, it cannot be undone. A reversing write down may be added to restore the invoice to its original value, but it does not negate the presence of the original write up/down. Once a write up/down occurs, it remains as part of the invoice record and prevents the invoice from being removed.

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Tip: If you are using the Electronic Billing module, PCLaw provides you with all available electronic billing layouts.

Custom Tabs
Matters, clients, and contacts can be customized to meet the special requirements of the firm. Use Custom Tabs 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.
Navigating the Custom Tabs Window

Options > Custom Tabs

Custom layout can be imported, created, modified, or removed using the Custom Tab feature. Changes made to a custom layout is reflected on the Custom Tab in Matter, Client, or Contact Manager.

Custom Tabs window

What You Should Know

Import Layout• Click to import an existing custom layout.• PCLaw displays an Open window for browsing to the location of

the layout.• Only files with a .ctl extension can be imported into PCLaw.

Add• Click to create a new custom layout using the Custom Tab -

Layout window. • Refer to Creating a New Custom Layout on page 24 for more

information.

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NotesRemove• Click to delete the highlighted layout. • PCLaw displays a confirmation prompt prior to deleting the
layout.

E-mail Layout• Click to attach the highlighted layout to an e-mail.• All PCLaw custom tabs can be e-mailed.

Creating a New Custom Layout

Options > Custom Tabs > Add

Users can create a custom layout to suit the specific requirements of the 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.

Custom Tab - Layout window


Tab Title• Type the nickname for the custom tab.

Description• Type an extended name for the tab to be used for your own

reference.

Associated Template• If required, select a default template to use with the tab.• If an associated template is assigned, as with electronic billing,

you are able to create an invoice with output to both the screen

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or printer, and to the editor or e-mail. The invoice is generated 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.
Matters• Check to include this tab as a default tab on the New Matter

window.

All Matters• Select to include this tab for all new matters regardless of the

type of law.

Matters with Type of Law• Select to include this tab as a default tab for all new matters

assigned a specific type of law. • Select the type of law in the adjacent box.

Clients:• Check to include this tab as a default tab for all new clients. • A custom client tab can be added manually to a matter in Matter

Manager.

Contacts• Check to include this tab as a default tab for all new contacts.

Next• Click to proceed to the Custom Tab - Tab Fields window.

Custom Tab - Tab Fields window

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Add• Click to add a new field using the Add Data Field window.
Add Data Field window

• Select from the Field Type drop-down menu, the style of field to add.

• Type the Name to appear for the field on the custom tab.• Type the Description of the field.• Type the maximum Width for the field. The width cannot be smaller

than 4 characters, nor larger than 75.• Check to make this a Required Field, that mandates completion

when the matter, client, or contact is created.

Remove• Click to delete the highlighted field. • A confirmation prompt does not appear prior to deleting the field.

Finish• Click to save your selections and create the custom layout.

Behind the Scenes:

Each custom tab is a separate .CTL file in the Data > Statdata directory. These files can be copied and saved into Statdata directories of other PCLaw sets of books, and subsequently imported into PCLaw as a custom tab. These files can also be imported from within PCLaw.

For a PCLaw Enterprise or SQL database, .CTL files are not included as part of the PCLawDB_######.MDF file, but remain as unique files within the Statdata directory.

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Custom Tab does not appear in the New Matter windowA 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.

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.

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Template Editor

The Template Editor is a powerful tool in PCLaw that is used to add, modify, or delete labels, bills, pre-bills, checks, past due, and G/L statement templates. This module controls the printable output of the aforementioned types of items. Most billing templates may be modified to suit the user’s requirements. This Template Editor topic focuses on creating a billing template, since this type of template is most complex in PCLaw and utilizes all of the components contained in Template Editor. If you can navigate a billing template, you can work with any template in PCLaw.


The Common Troubleshooting section is being placed first for Template Editor, because Template Editor is the solution for many of the client’s problems which may involve customized billing, check, or G/L templates, or the need to display additional information on existing templates.

Often clients do not know this. Template Editor can be daunting to the uninitiated user. A user may not understand the full potential of this tool, may not understand the functionality of the different templates, sections, and elements, or simply may not be comfortable manipulating the mouse.

In response, this lesson is presented in more detail than the lessons for other PCLaw modules. For Template Editor, you may be required to take on the role of the teacher, or the client may even employ you to create templates for their firm.

Overview

Templates are sorted by category and individually divided into sections. Each section may have one of five types of elements. There are different elements available for different sections.

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NotesThe Categories of Templates are as follows:
• Balance Sheet (*.rbs)• Billing (*.rbf)• Case Label (*.rlb)• Check (*.rch)• Contact Label (*.rlc)• Deposit Slip (*.rds)• General Ledger (*.rgl)• Income Statement (*.ris)• Past Due (*.rpd)• Receipt (*.rrc)• Trail Balance (*.rtb)

A firm may have an unlimited number of templates in each category, all of which are stored in the Data > Statdata folder on the PCLaw server, differentiated into the respective categories by their three character extension listed above. Template names are limited to the DOS 8.3 naming convention (i.e. abcde123.rch). When saving a new template, a secondary description may be entered to better describe the intended template in the pop-up list of templates.

Opening Template Editor

Tools > Template Editor

A new template can be created by changing and saving an existing template under a unique name, or from creating an entirely new template. Modifying an existing template can save time and effort. However, to show the complete functionality of the Template Editor, this lesson will focus on creating a new bill template.

1. Select on the Tools pull-down menu, Template Editor to open a blank Template Editor window.

2. Select on the File pull-down menu, New to open the New Template window.

3. Highlight Billing.

4. Click OK to open an Untitled Bill template.

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You are now ready to create a bill template.

Creating Sections on Templates

Billing templates consist of one or more sections. Each section contains one or more elements. An element can be text, a token pulling data from PCLaw, a shape such as a line or rectangle, an imported graphic, or a formula.

A section is used to group related elements. A Fee section, for example, contains only tokens relevant to fee information. The type of template the client is 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

A 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:

Disbursement Section of the Billing Template

The active section is highlighted in green, while other sections display a gray background. When a section is active, you can make

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Note: It is recommended to save your edits as a new template. Select Save As on the File pull-down menu, and select a unique name for template.

Notesadditions 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.

Perforated line that divides different sections on a template

A basic bill template can be created using the following sections:

• Miscellaneous• Fees• Disbursements• Trust• Conditional

Working With Miscellaneous Sections

The 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. Tokens appear as a single list in the right hand pane of template editor, and are also listed in the Element Properties window. To make selecting the proper token more convenient in the Element Properties window, tokens are divided into categories:

• Activity - For use with Past Due Notices• Address - Containing client and firm information• Aging - For use with Past Due Notices• Interest - Containing Interest information• Invoices - Containing invoice history• Matter - Containing additional fields from Matter Manager• Other - Containing miscellaneous billing and matter

information • Payment - Lists the matter’s payment history• Previous - Provides previous billing information• Taxes - Contains tax information• Totals - Provides billing totals

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In the Options area on the toolbar, the Miscellaneous section can be customized to correspond to other specialized sections on the template.
Options toolbar area when a Miscellaneous section is active

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 underneath to show total fees. Refer to the Creating Sections on Templates on page 31 for more information.

Working With Fee, Disbursement, and Trust Sections

The 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.

Options toolbar area, when a Fee section is active


Matter Titles• Check to show matter nickname and description information.

Matter Totals• Check 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.

Paragraph Style• Check to have time entry explanations print on the invoice in

paragraph instead of block style.

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Note: 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.

NotesBorder• By default, the border is not shown dividing the Matter Titles, and

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.

Pattern line, separating the main body of a section from the header and footer

Creating Fee, Disbursement, and Trust Sections

Edit > New Section

Different template sections interrelate with each other. The main section displays all transactions. A template may also have a header section that contains additional labelling information for individual matters, and a footer section containing sub-totals for those matters.

Section Type Selection window

1. Highlight Miscellaneous.

2. Click OK.

3. Select on the Options area on the toolbar, the section name from the drop-down list. In this example, Fees.

A Miscellaneous (Fees) section is created:

4. Select on the Edit pull-down menu, New Section to open the Section Type Selection window.

5. Highlight the section name. In this example, Fees.

6. Click OK to create the Fees (Fees) section.

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7. Check on the Options area on the toolbar, Matter Title and
Matter Totals.

8. For Fee sections only: Click All to include both fees and time entries, in the Include area on the toolbar.

9. Select New Section, to open the Section Type Selection window, on the Edit pull-down menu.

10.Highlight Miscellaneous.

11. Click OK.

12.Select on the Options area on the toolbar, the section name from the drop-down menu. In this example, Fees.

The Miscellaneous (Fees) section is created. This section contains totals for all matters.

13.Repeat this procedure to create Disbursement and Miscellaneous (Disbursement), Trust and Miscellaneous Trust sections, as required.

When completed, the template should appear as follows:

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Tip: 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.

Note: Only the height of a bill layout can be adjusted. A section cannot exceed the page length.

Notes

Adding Sections

Edit > Insert Section > Above/Below

At any time during or after the template is created, additional sections can be added to the template. A new section can be added to the top, middle, or end of any template.

1. Highlight the existing section in which the new section will be adjacent.

2. Select on the Edit pull-down menu, Insert Section > Above to place the new section above the highlighted section.

Select on the Edit pull-down menu, Insert Section > Below to place the new section below the highlighted section.

PCLaw™ displays the Select Type Selection window.

3. Highlight Miscellaneous.

4. Click OK.

5. Accept on the Options area on the toolbar, the default of Miscellaneous.

Moving Sections

Edit > Move Section > Up/Down

If a section is not in the correct location, it can be shifted upwards or downwards.

1. Select Move Section > Up to shift the section towards the top of the template.

2. Select Move Section > Down to shift the section towards the bottom of the template.

Resizing Sections

Edit > Resize 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.

To resize a section by dragging its borders:

1. Place the cursor over the border of the section to display a 2-way black arrow.

2. Drag the border to its preferred size.

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The section can also be resized to fit a specific height measurement:
1. Select on the Edit pull-down menu, Resize Section to display the Resize Section window.

2. Type in the preferred height of the section in the New Height box

- or -

Check Auto size to have the template editor automatically size the section to accommodate the elements contained within.

3. Click OK to return to the template.

Removing Sections

Edit > Remove Section

Sections can be removed by highlighting the section, and selecting Remove Section from the Edit pull-down menu.

Specialized Sections

Specialized 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 - Groups client expense recoveries, for

Alberta firms only• Summary - Summarizes invoices by lawyer• Task Summary - Summarizes invoices by task code• Trust Summary - Summarizes 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.

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Adding Elements

A template consists of elements that are categorized as text, tokens, graphics, shapes, and formulas. Each has a specific function in the presentation, appearance, and importation of information on the template. Each element is described separately.

All elements are created through the pull-down menu, or by holding down the left mouse button and dragging your mouse over the template area where you wish to place the element. Tokens can also be dragged from the right side panel to their preferred location.

Adding Text Elements

Edit > Create Element > Text

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.

Element Properties window


Element Type• Select Text to create text elements.

Element Specification• Type the text to show on the template.• This is a text editing box with restricted capabilities. Font, font

size, weight, color, alignment, and limited effects are possible.

Alignment• Select to align text from the right margin, left margin, or centered.

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Tip: 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.

Word Wrap• Use for extensive text.• Check to have the text to continue printing to subsequent lines

without being truncated.

Font button• Click this button to adjust font settings.• PCLaw displays the Font window.• Refer to Font Selection on page 39 for more information.

OK• Click to return to the template with the new text element present.

Text Elements on the template

Repeat this procedure for each text element you wish to create.

Font Selection

Edit > Element Properties > Text > Font Button

Use this window to select fonts, weight, and size for text.

Font window

Adding Tokens

Edit > Element Properties > Token

A token is an element that extracts information from the 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.

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Note: A token can also be added through the Element Properties box.

Notes

Template Editor showing the token panel on the left

1. Highlight the token in the token column.

2. Drag the token to the preferred location on your template.

3. Release your mouse button.

4. Make the rectangle a sufficient size to display the token information.

To further customize the token, double click on the token to display the Element Properties window.

Element Properties window for Element Type > Tokens


Amount, Percentage• For tokens with a quantitative value, an Amount or Percentage

button becomes available.• Click the corresponding button to format the token. • Refer to Currency and Numeric Formats on page 42 for more

information.

Name• For tokens displaying the name of a contact, client, or vendor in

PCLaw, a Name button becomes available.• Click this button to select the required name field(s).• Refer to Name Format on page 43 for more information.

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Custom Tab• For tokens importing information from custom tabs, a Custom
Tab button becomes available.• Click this button to select the custom field and option.• Refer to Custom Tab Tokens on page 43 for more information.

OK• Click to return to the template, showing the formatted token.

Token Elements on a template

Repeat this procedure for each text token you would like to create.

By adding text and token elements to the Miscellaneous (Fees) section over and under the Fees section, the template begins to emerge.

Miscellaneous (Fees) Sections

If the firm sometimes offers its clients a discount, you may require a conditional section.

Conditional Section

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Date Format

Edit > Element Properties > Token > Date button

Use this window to set the appearance of the date on the bill.

Date Format window


Date Order• Select the preferred date order.

Date Format• Select the appropriate date format from the drop-down lists in the

Date Format area.• Leave the box blank for any date detail you do not want to

appear on the bill.

Currency and Numeric Formats

Edit > Element Properties > Token > Numeric/Amount Buttons

Use this window to set the appearance of currency values on the bill.

Currency window

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1000• Select Comma to place a comma every three digits to the left of

the decimal.• Select Period to place a period every three digits to the left of the

decimal.• Select No Separator to not separate digits left of the decimal.

Decimal• Select Comma to have a comma represent the decimal place.• Select Period to have a period represent the decimal place.

Format:• Check Leading Zeros to use zeroes as place holders to the left of

the value.• Type in the Decimals box, the number of decimal places to which

PCLaw will round the absolute value.• Select from the Placements drop-down list, the location of the

value denominator.• Select from the Negative drop-down list, how a negative value

should display.• Type the currency Symbol to use.• Check Symbol Outside Negative Amount to specify the

placement of the currency symbol with regards to a negative value.

Percent Format

Edit > Element Properties > Token > Percent

The Percent Format window is similar to the Currency and Amounts windows with regards to parameters.

Name Format

Edit > Element Properties > Token > Name button

For Formatted Client Name, Formatted First Billing Name, or Formatted Second Billing Name tokens, click the Name button to determine how the name appears on the invoice.

Name Format window

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Custom Tab Tokens

Edit > Element Properties > Token > Tab button

For the Custom Tab token, click the Tab button to select fields from custom tabs. Custom Tab tokens are described under the Custom Tab topic. Refer to Adding Custom Tab Tokens on page 56 for more information.

Adding Shapes

Edit > Element Properties > Shape

Shapes in the form of lines and rectangles, can be added as graphic elements to the template for cosmetic or formatting purposes.

Element Properties window for Shape element types


Element Type• Select Shape to create Shape Elements.

Line• Highlight Line in the Element Specification box to create a line.• Choose from Orientation drop-down menu if the line should be

vertical, horizontal, or diagonal.• Click the Outline button to select the properties of the line from

the Outline Style window.

Outline Style window

• Use this window to set the line color and width.• The value for the line width must be a whole number.

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Rectangle• Highlight Rectangle in the Element Specification box.• Click the Outline button to select the rectangle’s properties.• Click the Fill button to select the rectangle’s shading from the Fill
Style window.

Fill Style window

• Use this window to set the interior design and color of shapes.

Adding Graphics

Edit > Element Properties > Graphics

Graphics such as logos, clip art, or photos can be inserted in the template from many standardized formats.

Element Properties window for Graphic element types

Element Type• Select Graphic to create graphic elements.

Path• Type the directory path to the location of the graphic file in the

Path box.

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NotesBrowse• Click this button to search for the graphic file.
Template with graphic element

Adding Formulas

Edit > Element Properties > Formulas

Formula elements can be created using tokens, constants, and operands.

Element Properties window displaying Formula element types


Type• Select in this column whether the first value is a token or number.

Value• If the type is Token, select the actual token.

If the type is Number, type the number.

Operation• Select the operand required for the calculation.

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Arranging Elements

After an element is added, modifications can be made to the element to better suit the needs of the template. This topic describes the following procedures:

• Resizing Elements• Moving Elements• Enabling Snap• Enabling Grid Lines

Resizing Elements

You 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. When changing the size of a token, enable Element Frames > Tokens on 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). The cursor transforms into a 2-way black arrow.

2. Drag the border to its preferred height or width.

Moving Elements

An element may be in the wrong location, or does not line up with other elements on the same horizontal or vertical plane.

1. Click and hold your left mouse button in the center of the element. The cursor transforms into a 4-way white arrow.

2. Drag the element to its preferred location.

Enabling Snap

Options > Snap Options

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.

Snap Options window

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Notes1. Select On.
2. Select the grid size:

• 1/8” for smaller fonts such as 10 pt.• 3/16” for 12 pt.• 1/4” for larger fonts.

3. Click OK.

Enabling Grid Lines

View > Grid Lines

To show the grid, select Grid Lines from the View pull-down menu.

Formatting Templates

The 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.

This topic describes the following procedures:• Selecting Template Types• Selecting Output Formats• Setting Report Options• Working With Background Elements• Page Setup

The template type, output, and how items appear when printed can be set through the template editor.

Selecting Template Types

If the template is intended for a client billing summary, click Client Summary on the Template Type area of the toolbar.

Template Type section 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

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Note: You can use the New Trust Entries Only option in conjunction with a summary total line for previous trust entries.

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. PCLaw displays the following prompt:

PCLaw confirmation prompt

Clicking Yes removes the named section. The prompt repeats until all sections inappropriate for a client summary template are removed.

Selecting Output Formats

The Disk Output Format specifies the file format produced when selecting the Editor or E-mail output option during billing. Invoices can be produced in portable document, rich text, or text formats.

Disk Output Format area of the toolbar

Setting Report Options

Options > Report Options

Report Options determine how selected data appears on the final invoice.

Bill Template Options window


• New Trust Entries Only.• Select to itemize only new trust entries since the last bill. • Deselect to display all trust entries within the billing dates

specified.

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Note: Summarized entries appear without a date. Entries that include explanation text appear separately with dates.

NotesSummarize Disbursements• Select to summarize all expenses entered with the same

explanation code, and no additional text in the explanation box.• Deselect to display all expense entries separately, providing the

explanation code itself does not have Summarize If No Extra Text or Always Summarize selected.

Show Only New Dates• Select to show only the date for the first of a series of entries for

the same day.• All other entries for that date are listed without a date.• Deselect to display the date for each separate entry.

Working with Background Elements

View > First Page Background/Other Page Background

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 following pages.

First Page Background• Select this option from the View pull-down menu to see or

change the header and footer elements for the first page.Other Page Background• Select this option from the View pull-down menu to see the

header and footer elements for all other pages.

Other Page Background

• Text and Token elements are added to the background using the same procedure as they are added to the main page of the template.

Page Setup

File > Page Setup

Invoices can vary in size. As a result, the page configuration may need to be modified to fit the proper form. This is achieved in the Page Setup option.

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Note: First page margins can be unique from the remainder of the template.

Page Setup window


Orientation• Select either Portrait or Landscape.

Paper size• Select Letter, Legal, or A4.

Top, Right, Left, Bottom• Adjust the margins in the applicable boxes. • Settings for the first background page are separate on all

succeeding pages.

Saving the Template

File > Save As

Once the template is started, it needs to be saved and assigned a name. Save your template constantly during the creation stage, and again, once the template is finalized. If you would like to experiment with the template contents and appearance, save the template incrementally under different names. Therefore, if you wish to return to a previous configuration of the template, open the template using the name you assigned to it under that stage.

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Notes
Save File As window

The file name appears as UNTITLED.rbf with .rbf the extension for bill templates.

1. Type the new template name in the File name box. It is not necessary to type the extension, as the template is saved as a bill regardless.

2. Click OK to display a Description window.

3. Type a description of the template for quick recognition of its purpose.

4. Click OK.

5. Select on the File pull-down menu, Preview Layout, to preview the template.

6. Select on the File pull-down menu, Exit, to close Template Editor.

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Adding to the Template

Having already described Past Due Notices and Custom Tabs earlier in this lesson, this topic focuses on how these modules interact with Template Editor.

With Past Due Notices, templates can be modified to include phrasing customized to the age of the overdue account.

With Custom Tabs, additional tokens can be added to the template to pull information from any custom tab.

Past Due Phrasing

Past Due Notices may be created individually or en masse to all clients fitting the selected criteria when the notices are created.

Phrasing on past due notices may be customized according to the age categories in which the original invoices fall. The age categories themselves may also be adjusted.

Setting Phrases

Options > System Settings > Past Due/Interest Tab

The Past Due/Interest Tab contains the options for enabling and customizing interest rates, as well as past due selections such as the default template and phrasing.

Past Due/Interest Tab of System Settings

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NotesWhat You Should Know:
Default Template• Specify the default template for new Matter Bill Settings profiles.

Past Due Notice Phrases• Customize phrases to put on Past Due Notice Templates.• This function is also available in the Template Editor for Past Due

Notices.• Use the Set Phrases window on the System Settings > Past

Due/Interest Tab to add new phrases or maintain existing phrases for past due notices.

Set Phrases window

Select a Phrase• This option lists existing phrases.• Highlight any phrase to change, copy, or remove.

Add• Open the Add New Phrase window to add a new phrase.• Type a Phrase Name for the phrase.• In the Description box, type the phrase as you would like it to

appear on the past due notice.

Preparing Past Due Templates

Phrases created on the System Settings > Past Due/Interest Tab must be added to the Age Phrase token of a past due template to appear on the notice. Each template may have its own phrases. Phrase tokens within a template may have unique phrases.

The default age categories of 30<, 60<, 90<, 120<, >120 days can be accepted for any past due template, or special intervals may be assigned. Age categories can be unique for each template.

A past due notice template in the template editor can be opened as follows. Double-click the Age Phrase token to modify token settings.

1. Select on the Tools drop-down menu, Template Editor, to proceed to the Template Editor window.

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2. Select the File drop-down menu, choose Open, and proceed to
the Open File window.

3. Select the required past due template from the list.

4. Click OK to open the selected past due notice template.

5. Find the Age Phrase token on the past due template. Phrase tokens may appear in several separate sections of the template.

6. Double-click the token to proceed to an Element Properties win-dow with the Phrase for Aging Category token highlighted in the Element Specification box.

7. Click the Phrase button to go to the Phrase Format window.

8. Click the drop-down box in the Phrase Name column for each age category line to add the phrases created on the System Settings > Past Due/Interest Tab.

9. Select the appropriate phrase for each Age Category.

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Tip: The Custom Tab token can also be dragged from the list of tokens in the right hand pane.

Notes10.Click Editor to edit existing phrases or add new phrases.

11. Click OK to save your changes and return to the Element Properties window.

12.Click OK to return to the Template Editor window.

13.Select Save on the File drop-down menu to save the changes to the template.

Adding Custom Tab Tokens to a Template

Information 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 begins the same way as adding any other element to a template.

1. Select the location where you would like to token value to appear on the billing template.

2. Hold down your left mouse button, or from the Edit pull-down menu, select Add Element.

3. Draw the element box by dragging your mouse to proceed to the Element Properties window.

4. Select in the Element Type pane, Token.

5. Select in the Element Specification pane, Other > Custom Tab.

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Tip: It is recommended when modifying a template to always save it under a unique name should you ever require the original template for another purpose.

6. Click the Tab button to proceed to the Custom Tab Field Option window.

7. Type in the Tab Name box, the name of the custom tab that contains the field you wish to add, or click the Select button to the right of the box and choose the tab.

8. Type in the Tab Field box, the field name that you wish to add or click the Select button to the right of the box and choose the field.

9. Click OK to save your selection, and add the token to the template.

10.Repeat this procedure to add additional custom tab tokens.

11. Add the required text elements to properly describe the custom fields that will appear on the final invoice.

12.Select Save on the File pull-down menu to save the modifications to the template

13.Select Save As on the File pull-down menu to save the modified template under a unique name, while preserving the original template.

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Notes
What You Have Learned:

You should now be able to apply interest to outstanding balances, on the firm, matter, and invoice levels. Produce past due notices for different age categories and with different phraseology. Write off uncollectable balances. Create custom tabs and add custom tab tokens to Template Editor. Finally, to operate comfortably within the Template Editor with the ability to add, move, and define items within a template.

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Exercise 4 - A/R and Templates
Notes
The following exercise involves many of the options and features of the billing modules covered in the eLearning 4 Accounts Receivable / Template Editor session, and a few tasks that were not covered to test your intrinsic knowledge of the application. All tasks should be performed in the PCLaw Demo set of books created and populated in the previous exercises.

In all tasks, you will be assuming the role of the administrative assistant overseeing advanced tasks in PCLaw.

Task 1Peter Charles Law has asked you, as the administrative assistant to implement interest on a firm wide basis. Interest should be applied as follows:

1. The default rate for the firm should be 12% applied after a 15-day grace period.

2. New matters assigned the Corporate Matter Bill Settings profile should be assigned a rate of 10%. This rate should be retroactive for all dates.

3. Existing matters using the Corporate profile should also be charged at the 10% rate.

4. GLCC corporate head office is to receive a special rate of 8%.

5. All invoices created for Damien Hawerchuk should be charged a rate of 15%.

Task 2Although, Damien Hawerchuk is not yet late paying off the balance of his invoice, you are asked to send him a past due notice, stating the standing of his account, including paid invoice, billing, and payment activity.

Task 3Unsuccessful in his divorce proceedings, Damien Hawerchuk received such a large judgement against him that the firm deemed his account to be non-collectable, and opted to forego the remaining balance owing on his account. You are asked to write off his outstanding invoice. The entire fee write off should be charged to Jamie Younger, and all disbursements be written off as a bad debt.

Task 4Stephanie Black has determined that when a client is billed, she would like to have an additional hard copy of the invoice kept on file. The firm uses the Detail template for its matters.

She would also like to have additional information stored for new counselling matters, including who interviewed the matter, where the initial client interview was held, and if additional sessions are required.

Create a Custom Tab, entitled ‘Counsel’, containing token, text, and option fields for storing the above information.

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NotesTask 5Stephanie Black has determined that matters with the type of law of Counselling require their own billing template. She would like to use the Detail template, adding a section below the client address. This section is to contain the interviewer’s name as added to the custom tab in Task 4.

Modify the detail template by adding a Miscellaneous section, a text element, and a custom tab token.

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Documents

PCLaw A/R & Template Editor - Welcome to LexisNexis Editor is a dynamic tool, used most often for checks and billing templates, to define and shape those items both in terms of appearance