Using RealtiWeb's PCLaw Integration

Using RealtiWeb's PCLaw Integration

Step 1: Create a New Matter in PCLaw

Create a new matter in PCLaw® to obtain the matter number 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 use tab to complete any other required fields. Each firm may set up specific field requirements.

Mandatory fields include:
  1. Matter
  2. Opened
  3. Responsible Lawyer
  4. Firm Name
  5. Category
  6. Add Name
  7. Client

Step 2: Launch RealtiWeb

If RealtiWeb is not already running, start it as normal. Use your RealtiWeb login credentials to log in. 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., and G/L # (as they were set up in Firm Settings).

You can 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 they don’t export from this file.
Note: 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 to export them to PCLaw, they'll also need to be enabled for export and the explanation codes and G/L #s must be added.

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, that were paid using general  cheques or for transactions within the trust ledger,  such as the BC Trust Administration Fee or the Ontario Transaction Levy Surcharge . Such transactions will already exist in PCLaw®. Duplicate transactions would result if you 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, 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 message. Make sure that you have completed Step A and indicated the correct filepath in your Firm Settings, as indicated in Step E.
Click OK and you’ll receive a confirmation message. Click OK again to save.

If you’ve indicated in the Firm Settings to Enable Append in PCLaw Export, you can continue to export files to the same fee and disbursement files. If you’ve already exported a particular file to these 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 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: 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 entries 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 Select Data File 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. Click OK.
 
A new screen will show you whether 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.

Now repeat the process with the RealtiWeb Fee entries, and make sure to click the Process button, checking how many records were accepted, and confirm 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 the account matches the RealtiWeb account. Then, you just need to process the final bill in PCLaw®.

Step 6: PCLaw® Prepare Trust Cheques

Prepare a pre-bill 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 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 wish, 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.

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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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