beyond the essentials

2009 Practice Management 2009 Practice Management Annual ConferenceAnnual Conference

Beyond The Essentials

Deborah J. Schaefer, CPASeptember 22, 2009September 22, 2009

3:30 pm


OverviewOverview• PCLaw Features

– PCLaw AccountingBill T l t Edit– Bill Template Editor

– Security• Add-On Applications

– Payroll - ADP– Payroll - ADP– Credit Card Processing – PPI– PCLaw Travel Edition

• PCLaw Utilities– Backup

• Practice Management– Document Manager– Calendaring– Contact Manager– Phone Call Manager

O tl k I t ti– Outlook Integration


PCLAW FEATURES

2009 Practice Management 2009 Practice Management Annual ConferenceAnnual Conference PCLaw Accounting

• What is PCLaw Accounting– Financial Reporting

• Trial Balance• Trial Balance• Income Statement• Balance Sheet• Detailed General Ledgerg

– Where does information come from• GB – General Bank• TB – Trust Bank• CER – Client Expense Recovery• GJ – General Journal

– Accounting Method Differences• Cash• Cash• Modified Cash• Accrual

2009 Practice Management 2009 Practice Management Annual ConferenceAnnual Conference PCLaw Accounting

• General Ledger (G/L Accounts)– Nickname Conventions

• 1000-1499 – Current Assets1000 1099 G l C h A t– 1000 – 1099 – General Cash Accounts

– 1100 – 1199 – Trust Accounts• 1500 – 1999 – Fixed Assets • 2000- 2499 – Short Term Liabilities• 2500 – 2999 – Long Term Liabilities• 3000 – 3999 – Equity• 4000 – 4999 – Income• 5000 – 9999 - Expenses

– Reserved Accounts• 5010 or 1210 for Client Recoverable Expenses• 2100 Trust Monies Owed• 2100 Trust Monies Owed• 3000 accounts for partners capital or Capital• 9999 Suspense• 5210 Client Disbursement Clearing accountg

2009 Practice Management 2009 Practice Management Annual ConferenceAnnual Conference Bill Template Editor

• Template Types– Each type of template has a different extension– Different Fields are available on different Templates

N li i h b f l h– No limit to the number of templates you can have• Sections Within each template

– Sections can be conditional – Different Fields available by Section

• Elements– Text– Data Field or Token– ShapeShape– Graphic– Formula

• BackgroundsFi t P– First Page

– Additional Pages• Editing Options

– Snap Options– Report Options

2009 Practice Management 2009 Practice Management Annual ConferenceAnnual Conference Security

O ti Ad i i t t S it• Options, Administrator, Security– Users vs. Groups

• Create groups by function or with meaningful descriptionAd d T b• Advanced Tab

– Bank Accounts– Appointments

M tt– Matters– Time entries– Other

» Negative Trust» Hide Matter Balances


ADD-ONADD ON APPLICATIONS


PayrollPayroll– Payroll By ADP

• Tools, PayrollADP M i t i ll d t th i t– ADP Maintains all data on their computers

– Firm member inputs control information and weekly payroll information– Checks can be printed locally

Di t D it f P ll Ch k– Direct Deposit of Payroll Checks– ADP Maintains all of the tax tables– User must pay all taxes – Direct Deposit of Federal Taxes– State Tax deposits completed by firm– Unemployment payments done by firm– Quarterlies and Year end Reports produced through application printed

Locally by Firm Member– Security built-in

2009 Practice Management 2009 Practice Management Annual ConferenceAnnual Conference Credit Card Processing

Direct integration ith Credit Card Clearing• Direct integration with Credit Card Clearing House

• Entire process is initiated through a Trust or• Entire process is initiated through a Trust or General Receipt entry screen

• Specify Credit Card as Payment type• Specify Credit Card as Payment type• Connected to the PPI credit card authorization.


Credit Card Processingg• Set up

– Contact PPI to establish Merchant Account– Options, List, Bank Accounts

• Select Configure Merchant Account• If first time prompted to install PPI Application• Paste Token from PPI• Supply Merchant URLpp y• Charge Authorization Phone Number• Manual Card Entry Settings

• How to UseOnce Set up is completed User will be able to specify Credit Card as payment method on– Once Set up is completed User will be able to specify Credit Card as payment method on Trust Receipt, Client Paying Bill or General Retainer

– Ok Button is replaced with Process Button– Credit card can be read from Card Reader or Manually input

Log files are accessed as follows– Log files are accessed as follows• Options, Lists, Bank Accounts, Select Account, Change, Configure Merchant Account ,

Press F5, F6 open PCLaw Data Folder


PCLaw Travel EditionPCLaw Travel Edition• Install PCLaw on Handheld Device

– Palm OS– BlackBerry

• Transactions Entered– Time

• Flat Fees• Flat Fees• Multiple Timers• Time Entries• Can be edited before or after synchronized with Main Data base

A bl i Ti Sh t F t f i• Assessable in Time Sheet Format for review– Calendar

• Create, add, delete• Convert to Time Entry

– Expense Recovery• Client and Contact Names on Hand Held

– Lookup feature available


UTILITIES

2009 Practice Management 2009 Practice Management Annual ConferenceAnnual Conference Backup

• File, Backup/Restore SystemB k S tti• Backup Settings– Workstation Settings

• Other Tab– Ask After Exit, Purging Data– Schedule Automatic Backups– Before Month EndBefore Month End

• What is backed up• Restore


PRACTICEPRACTICE MANAGEMENT


Practice ManagementPractice Management

• Document Manager• Document Manager– Documents

Email– Email• Calendar

C t t M• Contact Manager• Phone Call Manager

M tt M• Matter Manager• Outlook Integration


Document Managerg• Enabled in System Settings• Interface with Word or Word Perfect

– Tool Bar Added

• Directory Hierarchy• Documents are linked to matter• Indexer

– Workstation Settings– Workstation Settings– Location – PLIDXR32– Searching

• Saving Documents• Saving from other applications

Limitations• Limitations


CalendarCalendar

• Appointments, To Dospp ,• Linked Dates• Recurring EntriesRecurring Entries• Convert Calendar entry into a time entry• Interface with OutlookInterface with Outlook• Time Tab• Calendar entry associated to matter• Calendar entry associated to matter• Type and Location Codes


Contact ManagerContact Manager

• Main Types – Client, Vendor, Contactyp , ,• Reports• Export report to ExcelExport report to Excel• Assign type• Link to matter(s)Link to matter(s)• Export to Handheld• Labels• Labels


Phone Call ManagerPhone Call Manager

• Messages• Messages– Alert User when they have a message

• Phone Calls– Receive– Originate– Notes– Contact/Person– Duration

Convert to Time Entry– Convert to Time Entry


Outlook IntegrationOutlook Integration

• What is linked• Configuration

– Options, Connection Settings, Outlook• Entry in Outlook Tasks folder• Registry Entries• Outlook Connection Manager• Hand Held Devices


Beyond The EssentialsDeborah J. Schaefer, CPADeborah J. Schaefer, CPA

One Bradley Road, Suite 201Woodbridge Connecticut 06525Woodbridge, Connecticut 06525

[email protected]

www.deborahschaefer.comdebo a sc ae e co