accounting integration user guide pclaw · part 1: export pclaw information and import to realtiweb...

Accounting Integration User Guide

PCLaw Version 2.0

August 2017

LawyerDoneDeal Corp.

www.ldd.ca

1-800-363-2253

[email protected]

http://www.ldd.ca/

mailto:[email protected]

mailto:[email protected]

RealtiWeb Accounting Integration - PCLaw ©2017

RealtiWeb Accounting Integration PCLaw to RealtiWeb to PCLaw: Two Way Transfer of Information

Contents

Part 1: Export PCLaw Information and Import to RealtiWeb

Setup for PCLaw® to RealtiWeb Integration One time set up of RealtiWeb Layout in PCLaw

For each export from PCLaw Step 1: Send information from PCLaw to a spreadsheet Step 2: Open the spreadsheet file and copy the information to the clipboard Step 3: Import the copied information into RealtiWeb

Part 2: Export Account Information from RealtiWeb and Import to PCLaw

Setup for RealtiWeb® to PCLaw® Integration One time setup on your Computer In PCLaw® In RealtiWeb – Configure Statement of Account Items in Firm Settings

Using the RealtiWeb PCLaw Integration

Step 1: Create a New Matter in PCLaw® Step 2: Launch RealtiWeb Step 3: Complete the account screen in the RealtiWeb File Step 4: Exporting account entries from RealtiWeb Step 5: Importing your RealtiWeb account file information into PCLaw® Step 6: Prepare trust cheques in PCLaw® Step 7: Pre-bill and Final Bill in PCLaw®


PCLaw to RealtiWeb to PCLaw: Two Way Transfer of Information The RealtiWeb PCLAW Integration allows you to transfer information from PCLAW to create new RealtiWeb files and to export accounting information from RealtiWeb to PCLaw.

PART 1: Exporting Information from PCLaw to Create New RealtiWeb Files To send information to RealtiWeb, you will do the following steps in PCLaw: One time: Setup your new RealtiWeb layout Each export: a) Send the information from PCLaw to a spreadsheet b) Open the spreadsheet file and copy the information to a clipboard c) Import the copied information into RealtiWeb

One Time: Setup your New RealtiWeb Layout in PCLaw In PCLaw, as a one time process, you’ll need to create a new RealtiWeb layout. Once you have it created, you’ll be able to use it for all of your future information exports. To create the new layout, select File, then Matter, then Export On the Export Matters screen, click the Add button.


On the new RealtiWeb Layout Screen

Enter the description as on the screen print Choose CSV as the initial File Format. Browse to choose a path where the export file will be sent including a name for the file

which RealtiWeb will import.


On the Main tab of the layout, check off the fields as on the screen below:


These PCLaw fields will import into the following RealtiWeb fields:

In PCLaw In RealtiWeb

Matter File Number

Resp. Lawyer Lawyer (/Notary in BC)

Other Staff Conveyancer/Paralegal/Firm Contact. *Note that The Other Staff field in PCLaw must be set up as a user under Options/Administrator/Security if you wish to use this field.

On the Address tab, select the following information fields, then click OK. This creates and saves the RealtiWeb layout.

These PCLaw fields will import into the following RealtiWeb fields:

PCLaw field RealtiWeb fields

Matter File Number

First Name First Name

Middle Middle Name


Last/FirmName Last Name or Company Name

Business Number Business Number

Home Number Home Number

Cell Number Cell Number

Fax Number Fax number

E-mail 1 Email 1

E-mail 2 Email 2

Each Export from PCLaw

Step 1: Send information from PCLaw to a spreadsheet

1. To export the real estate files from this layout screen to the path and file name required, click the Export button.


If you have exported a file previously you will get a message asking you if you want to overwrite the file. If you have already imported the previous export you can continue with overwriting the file:

2. The Select Matters screen will allow you to select matters with the below criteria. You may want to pick Only Real Estate Files (Based on the Type of Law the files have been opened in PCLaw) and/or only a range of files based on their file open dates to be included in the Export File.


Once you select OK you will get a message that the export is complete:

STEP 2: Open the spreadsheet file and copy the information to the clipboard

The next step is to load the export file that you exported from PCLaw. Open Microsoft Excel, find the file you exported from PCLaw, and bring it up into Microsoft Excel. (This will be the path and file name specified in the output File Information on the Export Matters screen.)

Highlight the data in the sheet that you want to copy over.

STEP 3: Import the copied information into RealtiWeb

Login to the RealtiWeb program, and on the File Menu, point to PCLaw File Import.


The following screen is displayed for you to paste your spreadseet contents into RealtiWeb. It will look like the following screen after you paste your information.

Click the Load and Preview button.

The information is shown in a table underneath under the appropriate headings.

Click Create Files.

All files will be created in RealtiWeb. If a file with the same file number exists, you will be asked if you wish to still create it. If you do, there will be more than one file with that file number on your Main file list.


**Note that in your PCLaw data, the lawyer initials should match a lawyer in your RealtiWeb database. And the staff name should match a name in your RealtiWeb contact database. If the lawyer initials don’t match a firm lawyer in RealtiWeb, no name or initials are brought into RealtiWeb. If the staff name doesn’t exist in RealtiWeb, the staff name will be brought in but not associated with any previously existing RealtiWeb information. If you wish to make use of the lawyer and staff import, make sure to add the relevant lawyers and staff into RealtiWeb so that it matches your PCLaw information.

In RealtiWeb, you will be able to tell which files on your Main files list have been imported from PCLaw, as they will not have a letter in the PSM column. You will need to indicate whether it is a Purchase, a Sale or a Mortgage and then the import information will populate.

PART 2: Exporting Information to PCLaw from RealtiWeb Setup for RealtiWeb® –> PCLaw® Integration

On your Computer Setup Step A

Ensure that there is a folder called RealtiWeb for your export files on your local C:\ drive at the root. (If you don’t have access to this drive, create a folder elsewhere for this purpose and remember this for a later setup step.) Note that if you require assistance in these Setup Steps, you can call LDD Support at 800 363-2253.

In PCLaw® Setup Step B

If you are using the PCLaw Favourites Desktop, add the Cost Recovery icon to the PCLaw Desktop

To do so, right click on the desktop: Click Add Button >File> Cost Recovery

Your PCLaw® Favourites Desktop will acquire the Cost Recovery Icon.

If you aren’t and do not wish to use the Favourites desktop, you can skip this step.

Setup Step C

If you don’t have one already, print off a list of Explanation Codes to refer to when setting up your disbursement codes in RealtiWeb. Access this list of codes in PCLaw by selecting: Options > Lists > Explanation Codes. You will need to refer to these when setting up your G/L information in RealtiWeb.

Note: The Tax Status doesn’t show on the list of disbursement codes in PCLaw. You will need to open each code that’s a disbursement to note the Tax Status and Special Fee status: Y, N or B.


Setup Step D

Find the location of your Statdata folder. (In a later step, you will need to copy the 2 Cost Recovery Layout (CRL) files to this folder.)

▪ Click Help > About PCLaw ▪ Hold CTRL + SHIFT and simultaneously click the Tech Support button as on the following screen

You will see a screen such as the following with your PCLaw program directories showing. Note the location of the StatData folder.


In RealtiWeb – Configure Statement of Account Items in Firm Settings

Setup Step E

Complete the following one-time RealtiWeb setup in your Firm Settings to export files to PCLaw. This step consists of entering your PCLaw G/L Code and Explanation Code information into RealtiWeb using the list you generated in Setup Step C, and specifying which items you wish to send to PCLaw.

Once logged into RealtiWeb navigate to Firm Settings: Tools> Firm Settings.

Then Expand the Statement of Account Defaults.

At the top of the Statement of Account Defaults section, you’ll see prompts for certain information. This should be done first.

▪ Enable PCLaw Export: Click here to turn on the PCLaw Export feature for use with your RealtiWeb files.

▪ Enable Append in PCLaw Export: Click here to turn on the ability to send more than one file to the data files for export.


▪ PCLaw Export File Location: Specify the location where your export files will be kept. The default is C:\RealtiWeb but if you have modified this, type in the correct location to match the folder you created in Setup Step A.

▪ Download Both Cost Recovery Layout Files: Click on the Cost Recovery Disbursement File and then the Cost Recovery Fee File to download them. Copy those downloaded files to the folder in Setup Step D.

Then enter default PCLaw settings for each type of real estate transaction for disbursements: Purchase Disbursements, Sale Disbursements and Mortgage Disbursements. Each must be configured separately.

PCLaw Expl. G/L # On the right side of the screen note the following headings:

Using your printout from Setup Step C (G/L numbers and Explanation Codes), complete the following information. In the PCLaw column, indicate for each disbursement, whether that item should be exported to PCLaw as a default. In the Expl. Column, indicate the Explanation code or “Nickname” for each disbursement for PCLaw, and in the G/L # column, enter the G/L#’s for those disbursements as set up in PCLaw. Note that the codes must be exactly as they are in PCLaw in order for the import into PCLaw to work.

For additional items showing in the Statement of Account Defaults which may automatically come into your RealtiWeb Statement of Account, such as Title Insurance Fees, Title Search Fees, etc. do the following: Under Incl, if you haven’t already, indicate whether you want each disbursement to automatically appear in your Statement of Account. Under PCLaw, indicate whether each disbursement


should get sent to PCLaw, and then enter the corresponding explanation code (Expl.) and G/L # for each as they are set up in PCLaw.

For additional disbursement items that you may choose from a dropdown in your RealtiWeb Statement of Account, indicate whether they should automatically be included in the PCLaw export and the Explanation Code and G/L # for each one. (Note that all of these defaults can be overwritten on the individual file level.) Any additional disbursements that you may sometimes add to your disbursement in a Statement of Account, should also be entered here.


NOTE: You only need to configure these codes once, unless you amend or create new codes in PCLaw®.

Using the RealtiWeb to PCLaw Integration

Step 1: Create a New Matter in PCLaw® Create a new matter in PCLaw® to obtain the matter number to use for RealtiWeb. To do this, use New Matter and enter the matter based on the LAST MATTER NUMBER.

Enter the Type of LAW. For Real Estate, choose REM-Real Estate Mortgage, RES-Real Estate Sale, or REP-Real Estate Purchase. This CAN be revised if it is not correct at the time of opening. Enter the client name fields then tab to complete any other required fields. Each firm may set up specific field requirements. Mandatory fields are circled in the screen shot below.


Step 2: Launch RealtiWeb If RealtiWeb is not already running, start it as you normally do. Use your RealtiWeb login credentials to login.

Use Your PCLaw® Matter Number as Your File # in RealtiWeb It is crucial for the export/import process that the PCLaw® Matter number is exactly reflected in your RealtiWeb File Number.

Step 3: Complete RealtiWeb Statement of Account Screen in the RealtiWeb File Go to the Statement of Account screen. As long as the Enable PCLaw Export checkbox is checked at the top of the screen, you will see the PCLaw® codes on the Statement of Account tab under the headings: PC Law Expl. G/L # as they were set up in your Firm Settings.

You have the ability to change any of the PC Law information in your individual files before exporting them, including the ability to uncheck the PC Law indicator on any items so that they don’t export from this file.

NOTE THAT PROVINCES VARY AS TO THE TYPES OF FEES/DISBURSEMENTS IN THEIR ACCOUNTS. In accordance with the province’s regulations there would be: OTHER FEES and/or OTHER DISBURSEMENTS and/or OTHER CHARGES.


To Insert Other Disbursements in the RealtiWeb Account You can insert any number of additional disbursements into the Statement of Account as usual. If you would like them to export to PCLaw, you’ll also need to enable them for export, and add the explanation codes and G/L #s.

Do Not Provide PCLaw Information for the following Account Items Costs associated with compliance letters will appear on the Statement of Account automatically. Do not assign an explanation code or G/L # to these expenses as it is assumed that you have already written cheques for these disbursements from PCLaw®. Doing this would create duplicate entries in PC Law.

You do not have to enter PCLaw® Codes for any fees or disbursements such as the BC Trust Administration Fee or the Ontario Transaction Levy Surcharge, that have been paid using general


cheques or for transactions within the trust ledger. Such transactions will already exist in PCLaw®. Duplicate transactions would result if you do enter codes for them.

If PCLaw Information is Missing If no G/L # is entered, the default G/L # specified in the Firm Settings will be used. If there is no Explanation Code, the item will export with the code information left blank.

Step 4: Exporting Statement of Account Entries from RealtiWeb When all the information on the Statement of Account screen has been completed, click on the Export

link.


Two files are created on your local C:\ in the RealtiWeb folder (or the Export folder specified in Firm Settings, Setup Step E) one each for fees and disbursements called RWDisb.txt and RWFee.txt.

NOTE: If the C:\RealtiWeb folder (or the Export folder specified in Firm Settings does not exist), you will get an error and the export will fail. Make sure that you have completed Setup Step A and indicated the correct filepath in your Firm Settings as indicated in Setup Step E.

Click OK and you’ll receive the following message. Click OK again to confirm the save.

If you’ve indicated in the Firm Settings to Enable Append in PCLaw Export, you can continue to export files to these same fee and disbursement files. If you’ve already exported a particular file to those fee/disbursement files, the system will prevent you with a warning message from sending the same file twice to avoid problems in PCLaw with duplicate information.


If you were to look in your C:\RealtiWeb folder, your files would look as follows: They are dated the same date as the export.

NOTE: If you are creating bills after the date of data entry, all new bills will have to be dated or billed to “Today’s date”.

NOTE: Once you have imported your Statement of Account into PCLaw®, all amendments or changes

must be made in PCLaw®. Do not click on the Export link in RealtiWeb again as this will cause duplicate entries on your PCLaw® client ledger. If you have additional entries however, you can remove the PCLaw® codes in the Statement of Account within RealtiWeb for those entries that you do not wish to export again, and then Export. Only the selected entries will Export.

Step 5: Importing Your RealtiWeb Account Information to PCLaw®

Open PCLaw. From the PCLaw Favourites desktop, click on the Cost Recovery button (if you have one), otherwise, click on File, Cost Recovery.

The Cost Recovery window opens. You will see entries for the Disbursement and Fee files. The following process will need to be done twice, once for each file.


Select RealtiWeb Disbursements and then click the Process button.

To complete the import, you’ll see the following screen. It is important to ensure that the Delete after Processing indicator at the bottom of the Layout screen is checked so the file will be deleted after import with no chance for re-import into this file, and then click OK.


The following tells you if your RealtiWeb disbursements were accepted into PCLaw. Note that if any records were skipped or rejected, confirm that all PCLaw information in the RealtiWeb Statement of Account has been completed in full including the explanation and G/L codes where applicable.

Click Yes to confirm the deletion of the export file.

Repeat the process with the RealtiWeb Fee entries, including clicking the Process button, checking how many records were accepted and confirming the deletion of the fees file.

In PCLaw, all fees and disbursements will be entered into the appropriate matters. (The Client Ledger Register window shows all fees and disbursements imported for the matter.)


It is always a good idea to run a pre-bill to confirm that the account matches the RealtiWeb account. Then all that is left to do is process the final Bill in PCLaw®.


Step 6: PCLaw® Prepare Trust Cheques Prepare a pre-bill to verify amounts reconcile to the RealtiWeb® Statement of account.

Prepare all trust cheques on behalf of the client to:

- Transit – for Land Transfers and other fees. - To other parties and or to client

You can now proceed to Bill the File in PCLaw® and compare the accuracy between the RealtiWeb Statement of Account and your PCLaw® bill. If you choose, you may transfer the total amount of the bill from trust.

Step 7: Pre-bill and Final Bill Prepare the pre-bill to screen and verify amounts, then create the bill in PCLaw® and transfer the remaining trust.

NOTE: The final bill will generate a trust summary statement as well. Ensure all trust activity has been undertaken as billing is the final step.

accounting integration user guide pclaw · part 1: export pclaw information and import to realtiweb...

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