Using RealtiWeb's CosmoLex® Integration

Using RealtiWeb's CosmoLex® Integration

Step 1 – Create a New Matter in CosmoLex®

Create a new matter in CosmoLex® to obtain the matter number for use with RealtiWeb. To do this, select  Matters from the menu bar and click Add at the top toolbar. The matter is based on the last matter number.
 
Enter the Area Of Law. For Real Estate, choose Real Estate. Enter the client name fields, then complete any other required fields (your firm may have set up specific field requirements).

Step 2 – Launch RealtiWeb

If RealtiWeb is not already running, start it as normal. Log in with your RealtiWeb login credentials.  Use Your CosmoLex® Matter Number as Your File # in RealtiWeb.
It is crucial for the export/import process that the CosmoLex® Matter number is exactly the same in your RealtiWeb File.

Step 3 – Complete RealtiWeb Statement of Account Screen in the RealtiWeb File

Go to the Statement of Account screen. Complete your Statement of Account for the file you are working in.
Note: You can uncheck the CosmoLex indicator on any items to avoid exporting them from the file.

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 CosmoLex®, you must enable them for export.

Do Not Provide CosmoLex® Information for the following Account Items

Costs associated with compliance letters will appear on the Statement of Account automatically. Do not enable the export for these expenses as it is assumed that you have already written cheques for these disbursements from CosmoLex®. Doing this would create duplicate entries in CosmoLex®.
 
You do not have to enter CosmoLex® codes for any Fees, Taxes, or disbursements that have been paid using general cheques or for transactions within the trust ledger. Such transactions will already exist in CosmoLex®. Again, duplicate transactions will result.

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 in the Auto Include? box.
Note: Some provinces have a collapsed Auto Include? box. Click the black down arrow to expand this section.
A file is created on your local C:\ in the RealtiWeb folder (or the Export folder specified in Firm Settings, Setup Step B) for disbursements called CosmoLexDisb.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 file path in your Firm Settings as indicated in Setup Step B.
Click OK and you will receive a confirmation message. Click OK again to save.  In your C:\RealtiWeb folder, your file should be dated the same 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: After importing your Statement of Account into Cosmolex®, all amendments or changes must be made in CosmoLex®. Do not click on the Export link in RealtiWeb again, as this will cause duplicate entries in your CosmoLex® client ledger.

If you have additional entries, you can remove the CosmoLex® checkboxes in the Statement of Account within RealtiWeb for those you do not wish to export again, and then click Export. Only the selected entries will Export.

Step 5 – Importing Your RealtiWeb Account Information to CosmoLex®

Open CosmoLex. From the CosmoLex menu, select Activities to display the  Activities for your transactions within CosmoLex. 

From the Time/Expense option, select Action from the toolbar.  From the Action dropdown, select RealtiWeb.  You will be prompted to select your import file.  Select Choose File.
 
Navigate to where the export file was saved (as set up in Step B of this guide); the default is C:\RealtiWeb. Select the CosmoLexDisb.txt file and click Open.  Select the Upload button.

There should now be a preview of the information being imported from the data exported from RealtiWeb.  Should there be any items you wish to exclude from the import, uncheck them from the list on the left hand side of the window. You may also Edit these items by selecting the pencil icon. 

Complete the import of information by clicking on the Complete Import button.

A new screen will appear to help you finish the import. It is important to go to the RealtiWeb folder you're exporting to and delete the CosmoLexDisb.txt file after Processing. This way, the file will be deleted after import and will not be re-imported into this file. Click OK.

Next, the Activities screen will show you if your RealtiWeb disbursements were accepted into CosmoLex. You can c onfirm the import went into the correct Matter by going to Matters -> Select your Matter - > Billing. This will show all billable items currently in the Matter.

It is always a good idea to run a Matter Billing Log to confirm that the account matches the RealtiWeb account. Be sure to include the Expense Only in the Cost Entries section of the report selection.

Then, all that is left to do is process the final Invoice in CosmoLex®.

Step 6 – CosmoLex® Prepare Trust Cheques

Prepare an invoice and View Invoice (Selected) from the Action List to verify amounts reconciled to the RealtiWeb® Statement of account.  Prepare all trust cheques on behalf of the client to:
  1. Transit – for Land Transfers and other fees
  2. To other parties and/or the client
You can now proceed to Final Invoice the file in CosmoLex® and compare the accuracy between the RealtiWeb Statement of Account and your CosmoLex® invoice.

Step 7 – Final Invoice

Prepare the invoice to screen and verify amounts, then finalize the Invoice in CosmoLex® and transfer the remaining trust.

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      Related Categories
      Billing, Accounting Integrations, Admin Functions & Reports

      File Creation, Document Creation, and other general topics

      Province-specific information for AB clients

      Province-specific information for BC clients

      Province-specific information for MB clients

      Province-specific information for ON clients

      Province-specific information for NS clients

      Province-specific information for SK clients

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