C SERIES Software
Main Accounting Module
The Main Accounting module provides the central repository for client and matter data. Clients and Master Clients are held independent of matters and may have multiple matters attached to them. Client and Matter label facilities are provided to allow the production of adhesive labels for the client/matter files. C Series provides the facility to incorporate multiple entities, multiple trust bank accounts and multiple office bank accounts. Comprehensive checks are incorporated within all trust functions to allow compliance with prevailing Trust and Audit rules. Main Accounting is the shell and support of our product. Not only does it maintain your clients and matter information, it will also record relevant information up to and including Profit & Loss, Balance Sheet items as well as the preparation of the ATO BAS.
Bank Reconciliation preparation within B and C Series is simple and efficient with a minimum of data entry. All bank transactions from both trust and office banks are transferred to the Bank Reconciliation module via a direct link from the cash books in the main accounting module, removing the need for a re-key of data. The operator is required to tick off all transactions from his/her bank statements that appear in the Bank Reconciliation Module when they have been presented by the bank. By means of a simple auto match process the bank statement and cash book items are linked. Items identified as not linked, such as unpresented cheques, will then form the basis of the Bank Reconciliation summary.
Time Recording & Analysis
With growing pressures on legal practices to provide increased value for money and greater bill detail to their clients, a simple and efficient integrated time recording system is essential. B and C series offers a simple, flexible and effective time recording process that fully integrates with the billing process. Time is entered into B and C Series in units. Each practice will determine how many minutes equal one unit, (usually 6 minutes per unit). Each person recording time has a variety of charge rates to choose from. These various rates may reflect such things as the degree of difficulty or the type of work being performed. Each person may also record unproductive or administrative time for statistical purposes. A ‘Missing Timesheet Report’ may be produced as an aid to management to help ensure current and accurate time details at all times. With the ever increasing pressure applied to firms from banks, etc., it is always comforting to be able to know the available future billings currently reflected in the firms WIP and be able to supply accurate evidence of this to the bank manager or prospective equity partners.
Descriptions of work performed will normally accompany each time entry. This detail may be viewed via a screen inquiry or printed in hard copy format. The production of a printed matter inquiry on each file prior to billing stage is an excellent method of ensuring that the fee earner is aware of all time spent on a file and recorded time is considered when preparing the bill. Legal Practices that commence time recording traditionally experience significant increase in fees billed.
During bill entry a summary of time for the selected matter will be displayed to reflect each persons time contribution. The operator may then enter the actual fee value recorded on the bill. The B and C Series Time Recording module automatically records the actual fees billed, per bill, per person and links these with the corresponding time recorded against the file. Calculations are performed within B and C Series to reflect either under or over recovery of Work-In-Progress. Information on fees and work in progress may be accessed either individually or in printed summary form with comparison against fee earner targets.
Archiving – C Series Only
For a number of reasons many law firms find it necessary to remove the financial details relating to completed matters from the system and just keep basic details of their completed matters on the system for future reference.The Archiving Module provides the means to automate the deletion of matter transactions and the transfer of the matter header details to an on-line matter archive inquiry system. The Archive inquiry enables the user to inquire on the basic details of old matters such as Client Details, Matter Description, Archived file location, location of printed financial information.
Performance Spreadsheet Module
The spreadsheet interface module includes:
- Microsoft Excel (current release)
- A range of popular B & C Series reports with delimited output
- A selection of Excel macros to automatically produce the accounting information in a graphical form, eg. pie charts.
Investment Ledger / Controlled Monies
Many law firms invest monies on behalf of the client which are held outside the current trust ledgers. Monies of this type would typically be invested in interest bearing deposit accounts with banks, building societies, etc. The Investment Ledger module maintains all relevant information pertinent to each investment.
Investment ledger balances can be integrated into trust statements as required by all regulating legal bodies ie. LIV & Law Societies etc.
Each matter can have any number of investments linked to it with entries separated into capital and interest components. Investment Ledger balances are automatically displayed during a matter screen inquiry along with any balance in the current trust account.
Screen inquiries and a range of filtered reports offer a variety of selections such as selected investments by matter, capital interest on matters etc.
Deeds, Wills and Safe Custody
The C Series Item Register allows the user to maintain a computerised register of all documents and items which the firm has to keep safely stored. Often this will include deeds and wills but can include any other documents or items. The system maintains a Client Data Register with such things as the client name and address, date opened, review date, and notes. Each client may then have a packet or series of packets containing any number of items.
Creditors Module – Matter Related & Firm Related
A critical function of any modern practice management and accounting system is the ability to maintain accurate details of disbursements incurred on each matter. The optional Creditors module provides the user with a method of recording client or firm disbursements incurred but not yet paid, such as barristers fees, search fees, service fees, etc. Fee slips or other invoices are entered against the creditors account within the creditors module and the appropriate client matter or general ledger account in a “one step” operation.
Any client creditor transactions will appear against the appropriate matter ledger with details of their status, (paid or unpaid), with a summary of the current creditors transaction balance for that matter.
The B & C Series Creditors module has a direct interface with the individual creditor account as well as the general ledger control account. This link provides the firm with a powerful tool to aid in disbursement and client debt management.
The Creditors Module is GST compliant and will post GST to the BAS accordingly.
Bill Printing Module
Many law firms are not using their accounting and practice management system to its full capacity by still producing bills through their word processing system and therefore duplicating effort and creating room for error.
The B and C Series Bill Printing module automates this process. It enables the user to store and maintain up to 99 user defined bill formats. The Bill Printing module automatically allocates bill numbers and extracts time and disbursement details from appropriate ledgers for incorporation in the computer printed bill.
Depending on the bill format selected it is possible to group certain categories of disbursements together on the bill, eg. photocopy charges can be shown on the bill as one total rather than as individual photocopy charges.
There is a third party product available via ACP Solutions which will also automate all of the above stated directly via Microsoft Word. With the B & C Legal Software Solutions icon available in Microsoft Word, when selected will ask the user for a matter number and depending on predefined templates a bill will be automatically produced with the option for editing.
Account Printing Module
The B and C Series Account Printing module provides the user with the flexibility to produce account rendered statements, disbursement statements and/or trust statements using customised formats.
Whilst the B and C Series Main Accounting module provides, as standard a series of fixed format statement documents, many firms prefer to produce such documents as account rendered statements or debtor reminder letters in a format tailored to suit their own requirements. Within the Account Printing Module the user can produce either reminder statements for the entire client account in the more traditional account rendered format, or a separate letter for each outstanding bill.
A series of letters can be created providing wording appropriate to the debt and the length of time the debt has been outstanding, eg. 30 days, 60 days etc.
This module also has the capability to automatically calculate and charge interest according to the interest rate entered by the user at the time of generating the reminder statements, with the calculations based on the period of the account being overdue.
Bill Progressing module – C Series only
The C series Bill Progressing Module provides the practice with an integrated debt collection and bill tracking facility. The user has the facility to attach text or comments to any nominated bill on the database. All text and comments entered into the bill progressing module are purely internal and the client never gets to see them. Any number of lines may be entered on any bill and all text is automatically deleted when the bill is removed from the database.
Entries on any individual bill may be viewed on the screen, or hard copy reports may be generated on any bill or range of bills or for any fee earner.
Also refer to Credit Control Module.
Bulk Time Line Pickup Module – C Series Only
As part of its open systems strategy, C Series is offering an interface to a number of third party time recording systems. These non B & C Legal Software Solutions Time Recording products such as available with Amicus Attorney automatically bulk uploads and validates the time entries into the appropriate ledgers.
This module gives the user maximum flexibility in their choice of software while the integrity of the time data is assured.
Key Clent Module – C Series Only
For a law firm, like any other business, it is extremely important to identify the clients that are generating the bulk of the firm’s work. The ability to identify high exposure or high revenue clients is critical to future growth and prosperity of the practice. The Key Client module also provides statistics to assist with credit and bad debt management within the client base.
The Key Client module offers the user an variety of filtered reports using such options as name class code, minimum exposure, bill date range, master code. The Key Client Module provides the firm with a powerful tool to focus its marketing efforts.
Bulk Disbursement Upload Module – C Series Only
There are now a variety of disbursement recovery systems available on the market which capture data in relation to PABX, photocopiers and facsimile machines. The Bulk Disbursement Module enables the user to automatically bulk upload this data into the appropriate client ledgers.
The bulk disbursement module is set up to handle a variety of these systems including Monitor, Copyguard, Copylog, Recount and TOM. The Bulk Disbursement module also has the facility to download information in relation to new files opened to the disbursement recovery system.
Bulk Disbursement Upload Module – C Series Only
This software is designed to alert you when a client of yours has a credit problem. You can set warning messages on the matter card. You can also record a credit control history for any matter. The most recent notation is displayed whenever you enquire on the matter or attempt to post a disbursement to the matter. Notations are coloured red for high visibility. Even though the warnings are displayed, it is still possible to post to the matter.
Bulk Disbursement Upload Module – C Series Only
Our software can download relevant database information to third party precedents such as those available from Reliable Legal Precedents www.rip.com.au or your own in-house precedents.
As long as your precedents can be “book marked” using Microsoft Word then B & C Legal Software Solutions can insert the relevant text / information into the “booked marked” precedents. Although it does require a small amount of maintenance by the user it is more than a time saving instrument. Note: Reliable Legal Precedents is a third party product and its products and services are not for sale via B & C Legal Software Solutions Pty Ltd. Please visit their website for more details.
Our software can interface with HR3 payroll software and download payroll posting information into the General ledger of the C series database. This is a batch or periodical process.