Presenting an Integrated Solution - Linking Time Matters ... · Ti M tt d J i O iTime Matters and Juris Overview Contacts/Clients Clients Time Matters Juris ... Person or Company

2009 Practice Management 2009 Practice Management Annual ConferenceAnnual Conference

Presenting an Integrated Solution -Linking Time Matters, PCLaw

& Juris ProductsKelly JonesBTF Services & 7 Second System

Pat Cunningham, CICC&S LegalTech Consulting Group LLCy

[email protected]&S LegalTech Consulting Group [email protected]


T Li k?To Link?

• Streamline data entry to speed up processesp– Intake– Billing entriesBilling entries

• Keep Billing Contact information up to date Front Office– Front Office

– Back Office


O N t T Li k?Or Not To Link?

• Do not wish for automatic update of Client/Matter information

• System resources• Data Entry requirements• Data Entry requirements


Ti M tt d J i O iTime Matters and Juris OverviewClientsContacts/Clients JurisTime Matters

Ti t iActivity CodesTask/Bill Codes

MattersMatters

Billing AddressContacts/Matter Area 2

Time entriesTime entries

Matter BalancesMatter Balances

Juris Reports Access Juris Reports (Selected number)from Billing Tab on

Matter)


JURIS BILLING OVERVIEW

• Requirements – Juris Version 2.1, 2.2, 2.3 or 2.35– Juris must be installed on each workstation

you want to link with Time Matters– ODBC Driver for Juris must be configured on g

the workstation (see Article ID: 6574)


• Link capabilities – Juris Client, address and Matter information

can be added to TM– Juris changes sent to TM– TM can send billing records to Juris – TM can send new clients and matters to Juris– Changes in TM can be sent to Juris


IMPORT CLIENTS AND MATTERSOne time import of J ris contacts and matters– One-time import of Juris contacts and matters to TM – no live connection afterwardsConfigure ODBC data source– Configure ODBC data source

– Setup Staff and Classification Codes in TM to match Juris codes Select File > Import/Exportmatch Juris codes Select File > Import/Export > Import Records > Juris

– Select the ODBC Data sourceSelect the ODBC Data source– Match Juris Timekeepers with Staff


Import - continued

– Match Juris Practice Classes with Tm Classification Codes

– Review field matching on the contact form and select fields as desired

• Repeat for Cases


BEFORE YOU LINK• Link ConsiderationsLink Considerations

– Can be 1-way or 2-way linkJuris Closed Matters include or not?– Juris Closed Matters – include or not?

– Firm procedures for opening new matters –will they allow new matters to be added in TMwill they allow new matters to be added in TM

– Allow users to make changes in TM which update Juris?update Juris?

– Deletions in TM will not be accepted in Juris


– Will they enter time in TM rather than Juris?y– Do they use the ABA Task Codes?– What billing codes are used in Juris?g– Carefully review clients and matters in Juris to

determine naming procedures – get screen g p gshots

– What about inactive timekeepers in Juris?– Review numbering for Clients and Matters in

Juris


JURIS CLIENTS = TM CONTACTS• Client in Juris can have multiple Billing• Client in Juris can have multiple Billing

Addresses linked to it. • Make sure one Client Address marked asMake sure one Client Address marked as

“Primary Address” for the Client • No First/Middle/Last name fields – only nameNo First/Middle/Last name fields only name

and nickname Checkbox for indicating whether Person or Company – see if they have used that

• Use the Template Matching to determine where you want your data in Time Matters

2009 Practice Management 2009 Practice Management Annual ConferenceAnnual Conference JURIS CLIENT


MULTIPLE BILLING ADDRESSMULTIPLE BILLING ADDRESS


PRIMARY ADDRESSPRIMARY ADDRESS


JURIS MATTER = TM MATTER

• Each Juris Matter can have a different address selected from the Billing Address list of Clientg

• Use Area 2 of the Matter Form for the Billing Address which may be different for each Matter

• Use the Template Matching to determine where you want your data in Time Matters

• Map any additional fields you want to include



Default Template MappingDefault Template Mapping Juris and Time Matters

2009 Practice Management 2009 Practice Management Annual ConferenceAnnual Conference JURIS MATTER


JURIS MATTERJURIS MATTER


ACTIVATING THE JURIS LINK

• ODBC Driver must be set up • Program Level Setup > Links > Billing

– Select Activate Billing – select Juris – Click Set Billing Options

– General Tab – enter ODBC Username and d d i th ODBC tpassword used in the ODBC setup

• Test the Link


• Client/Matter Options Tab– Time Matters changes updated to Juris?

• If so, must enter the Juris Template name here– Juris Client/Matter changes updated to TM?

• If so, Manually, at login or every 30 minutes?– Treatment of Closed Matters – select if you

want closed matters– How to handle Juris Client not marked as

individual – person or organization


Client Matter OptionsClient Matter Options


Billing Options Tab – Determine billing defaults g

• Allow TM record to be billed more than once • Allow Billed Records to be sent more than once• Allow changes on Billing Form• Default “Use Juris Task Code Rate” to Yes

Bill bl h kb h k d b d f lt• Billable checkbox checked by default• Round time entries – determine how firm handles

roundingrounding


Juris Narrative where do you want the billing– Juris Narrative – where do you want the billing description to come from?

• Description fieldDescription field • Memo• Both

– Sort Order – how do you want the Juris matter list sorted when looking up matters from TM?


BILLING OPTIONSBILLING OPTIONS


MATCHINGMATCHING• Matching Tab – Staff, Codesg

– Match TM Staff to Juris Timekeepers – What about inactive timekeepers in Juris?p– You must import or match Contact and Matter

codes before synchronizationy– Be sure to match Billing Codes – especially if

they use ABA Task Codes


MATCHING TEMPLATEMATCHING TEMPLATE

Contact TemplateContact Template • Used for mapping Juris Client fields to TM Contact • Make any desired changes to the default field• Make any desired changes to the default field

mapping • Review your Client setup in Juris to make sure you

have used the correct fields for matching • Add any additional fields you want from Juris client


CAUTIONCAUTION

• The address marked “primary” is used as client’sThe address marked primary is used as client s address in TM

• If no address marked “primary”, then first address entered for that client in Juris is used

• Must use caution if TM can make changes to Juris


MATCHING TEMPLATEMATCHING TEMPLATE

– Matter Template • Used for mapping Juris matter fields to TM matter

fi ldfields • Make any desired changes to the default field

mapping according to your default Matter Formmapping according to your default Matter Form Style

• Add fields you may want on your matter – Open D t Cl d D t tDate, Closed Date, etc.


CAUTION• Can map address in Area 2 of TM Matter form to p

Billing Address. Changes will not change main Client Address in Juris, but could add another Billing Address to JurisBilling Address to Juris.

• Consider securing Area 2 from edits if you do not want changes to go to Juris.


ENABLING THE JURIS LINKENABLING THE JURIS LINK IN USER LEVEL SETUP

• Enable link in User Level for each user who will use the link – must have ODBC driver

Fil S t G l U L l– File > Setup > General > User Level– Links tab – Select “Activate Billing”– Use Set Billing Options to open the Juris

Billi O ti Wi dBilling Options Window. – Check “Use Program Level Settings” box – OK to close


SENDING BILLING RECORDS TO JURIS • After link configured, adding billing records willAfter link configured, adding billing records will

invoke proper Bill Form Style• Area 2 – Time Matters/Juris Matching Area g

– Billing Code – Staff

Bill to– Bill to – Task – Timekeeper– Client/Matter


• Area 3 – Billing Details – Rate (only if “use default Juris rate” is not checkedRate (only if use default Juris rate is not checked – Bill Date -- Duration – Juris Activity


• Posting Billing Entries Send to Billing sends billing item to Juris– Send to Billing – sends billing item to Juris immediatelyTag and Send to Billing more controlled– Tag and Send to Billing – more controlled posting

– Billing records post to a batch in Juris – underBilling records post to a batch in Juris under the Transactions area of Juris

Note: Separate batch for each day - verify itemsNote: Separate batch for each day verify items posting properly by opening the batch in Juris


JURIS CORE REPORTS FROM TIME MATTERSMATTERS

• Juris core reports icon available from• Juris core reports icon available from the Billing Tab on Matter or Contact RecordRecord

• Time, Expenses, Bills Receipts, etc.

2009 Practice Management 2009 Practice Management Annual ConferenceAnnual Conference MATTER BILLING TAB


• Accounts Receivable


• Client/matter ledger


ClientsContacts/ClientsPCLawTime Matters

Ti t iTi t iTask CodesTask/Bill Codes

MattersMatters

payable/check to be printedExpense entries createsExpenses entries

Time entriesTime entries

Matter BalancesMatter Balances

PCLaw Reports Access PCLaw Reports (Selected number)from Billing Tab on

Matter and contact Form (View Only)


PCL Li k I l t tiPCLaw Link Implementation

Before You LinkBefore You Link• ID Sync Scenario

• New to TM – New to PCLawNew to TM New to PCLaw• Existing TM – New to PCLaw• Existing PCLaw – New to TM• Existing TM – Existing PCLaw• Existing TM – Existing PCLaw

• Send “One-Way” data • Latest Service Releases (Review Notes)• Latest Service Releases (Review Notes)• Test Matter/Client

Remote installation• Remote installation














PCL Li k M tt FPCLaw Link – Matter Form

IF NEW IS SELECTED


PCL Li k C t t FPCLaw Link – Contact Form

IF NEW IS SELECTED


PCL Li k Billi FPCLaw Link – Billing Form

NO BLANKS!NO BLANKS!


PCL Li k TiPCLaw Link Tips

• TM9SR2 and earlier and PCL9 02 and earlier• TM9SR2 and earlier and PCL9.02 and earlier– Link works differently than later Service Releases

• Billing Items– Don’t allow users to edit their descriptions

• PCLaw Worksheet – 100 Characters issue RESOLVED!!• Matching

– Review the default matching before you synchronize • TM RefName• TM MatterRef• Phone Numbers

– Changes in Matching do not update existing files

• Quick Tab– Billing List for Not Sent

• Security– PCLaw Reports


C PCL Li k ECommon PCLaw Link Errors

• Error Message when sending to billing• Can’t create a new Matter in PC Law from

TM• Rates in PC Law are zero• Comma appears in client name on Matters pp

after linking


Contact InformationPat CunninghamPat Cunningham

C&S LegalTech Consulting Group, LLCt@ l lt [email protected]

Kelly JonesBTF Services & 7 Second SystemBTF Services & 7 Second System

[email protected]

Documents

Presenting an Integrated Solution - Linking Time Matters ... · Ti M tt d J i O iTime Matters and Juris Overview Contacts/Clients Clients Time Matters Juris ... Person or Company