Is a system that keeps track of your firm contacts, files, time and accounting data Uses that information to automatically generate hundreds of complicated documents, create bills and do your legal and trust accounting Resulting in: –Significant time saving –Simplification of procedures –Cost reduction –Increased firm profitability TLS Office:
TLS stands for “Total Legal Solutions”: Sounds a little boastful, but as you will see, there isn’t another easy way to describe it because it is designed to combine most firm management, accounting and document generation tasks into one What makes TLS unique: –Enter information only once and you know it is correct –Makes use of Microsoft Office software with which you are already familiar and for which there is an abundance of reasonably priced training – no “re-inventing the wheel” –Designed specifically for the BC practitioner –Documents automatically saved to your file for easy access –It really does integrate with other software –Colour coding of boxes for easy data entry TLS Office:
“My experience from over 20 years of private practice is that a firm’s greatest single cost component is time – whether lawyers or staff” As a result, any significant reduction in that time means large cost savings and increased profitability The proof is in the practice – “I have used TLS in my own practice for the last two years without requiring any support staff” TLS Office:
Navigating through this Presentation Click the “Home” button to return to the main menu at any time Last Slide Go to start of Presentation Next Slide Go to end of Presentation Except when you reach a Table of Contents page (example shown on the next slide), the presentation will advance to the next slide automatically after a few seconds. Instead you may use the buttons shown to take the described action Click this now to advance to the next slide
TLS Office Select Demo to View: Contacts & Files Online Corporate Conveyancing Civil Litigation Enquiry Screen Legal Accounting Trust Accounting Document Management Below is the main menu reached by clicking the “Home” button. This is a Table of Contents page containing links to different parts of this Presentation. To view a part, click on the name. Click this now to advance to the next slide
TLS Office Contacts and Files These are the basic building blocks in TLS
TLS Office Conflict Search Of course, the first step when opening a file is to ensure the firm has no conflict.
Simply enter the first few letters of the name of the person or entity
If a person or entity is detected by TLS, it will appear in one of the following 4 categories
No conflict - the other party though has been on the other side of litigation with the firm
TLS Office Create New: Contact/Entity File in TLS
Enter basic contact information - name, address, telephone and . Also easily copy contact information from an entity already in TLS
Select the Entity Type
If a Client, enter Client Number and select the billing lawyer
Now to open the File
Select or enter the usual information required to create a new File.
Most is available from easy to use dropdown menus which saves time and reduces errors.
Enter basic accounting information for the File.
Select what taxes apply, interest rates, reminders and Statements. You may leave as the Firm default or customize for this File
Create a subfolder – in this case “Pleadings” in which to store those documents.
View the subfolder document area in Window Explorer with a mouse click.
Here is the document folder and subfolder for the File in Windows Explorer.
TLS Office Return to Main Menu Replay Contacts & Files demo
TLS Office Online
TLS Office BC Online Here’s how to quickly connect to BC Online and login using TLS
Open the BC Online form
Open BC Online
BC Online opens in your Web Browser and the BC Online Helper floats over the top of the Web Page. Simply click the appropriate button to enter the information directly into the Web Page!
TLS Office Corporate Online (COLIN) Here’s how to quickly connect to Corporate Online and login using TLS
Open Corporate Online
Corporate Online opens in your Web Browser and the BC Online Helper floats over the top of the Web Page.
Again, simply click the appropriate button to enter the information directly into the Web Page!
Enter the Corporation Password – TLS creates a randomly generated 15 number password which it remembers for you.
TLS Office Return to Main Menu Replay Online demo
TLS Office Conveyancing
TLS Office Conveyancing Purchase & Mortgage Sale Return to Main Menu
TLS Office Purchase and Mortgage We will walk through some of the steps for creating a new purchase and mortgage file and the associated documents.
Let’s suppose the Purchaser is already a Client, but the seller is new to TLS.
Enter the Seller’s full name and contact information
Now create the File.
Select or enter the basic File information.
… and File specific billing and accounting information.
Create a subfolder to store documents, if you wish. Next we enter conveyance info.
The File and LTO are selected
The parties and their law firms and lawyers are selected
When the party is a Mortgagee, if there is not a Form B address in TLS
… this Form appears requesting one
You may copy information from another contact
Also, when the party is a Mortgagee, mortgage details may be entered
Enter more details for the conveyance
Just enter what you have available at the time. It’s easy to go back to add more or to edit.
Create a draft Bill by entering the Fee
… and selecting the Disbursements
Enter info about Realtor commissions, amounts owing and holdbacks. View a File Checklist
Check the applicable items
Now let’s create some documents
This is the document print form. Simply check those you wish to create and click
The selected documents are automatically created with all information inserted. The property tax information request.
Form A Transfer
Property Transfer Tax Return
Form B Mortgage
Acknowledgement of Receipt of Standard Mortgage Terms
Authority for Disbursement of Mortgage Funds
Letter to Vendor’s lawyer with documents. Undertakings vary depending upon the information entered in TLS for the File.
Vendor GST Certificate
Notes to the Purchaser’s Statement of Adjustments
Notes to the Vendor’s Statement of Adjustments
All documents are created in Microsoft Word
… and stored in the File document area
The Statements of Adjustments are created in Excel and have provision to make additional entries and last minute changes.
TLS Office Main Menu Conveyancing Menu Replay Purchase & Mortgage demo
TLS Office Sale We will walk through some of the steps for creating a sale file and the associated documents.
Create the File.
Enter the File information. Then conveyancing details…
… and add the parties
and their law firms and lawyers
More conveyancing details…
Create a draft Bill by entering the Fee.
Select the Disbursements to Bill.
View the Checklist.
Check the applicable items.
If you wish, create a subfolder to store the documents. Then click the Create button.
Select the documents to be created on the Vendor’s Documents Print Form, then click.
Letter to Purchaser’s lawyer returning documents. Undertakings change depending upon information entered in TLS.
Letter with Mortgage Payout.
All are created as Microsoft Word Documents.
… and stored in the File document folder in Windows Explorer.
The Direction to Pay and In/Out Statement are created in Excel and have provision to make additional entries and last minute changes.
TLS Office Main Menu Conveyancing Menu Replay Sale demo
TLS Office Civil Litigation
Create the File
Select the File
Enter information about the action or proceeding
Select the parties and their law firms and lawyers.
Update lists of parties to use for Style of Cause
Now let’s create some documents.
Select the action type. Create a new subfolder to store the documents if you wish.
This is the Litigation Print Form. View (and, if you wish, edit) the Style of Cause.
Select the type of originating process.
Click Create and View Writ … button
… and the originating process with parties and law firm information inserted is created.
You may also create the other BC Supreme Court forms. Select the form
Click the Create and View Other Documents button
… and the Form (in this case an Affidavit) is created.
The documents are all created in Microsoft Word
… and stored in the File document folder
TLS Office Return to Main Menu Replay Civil Litigation demo
TLS Office Enquiry Screen The Enquiry Screen is the page which you will use most often
Select the File simply by typing in the first few letters of the name.
Create/access File Notes for you for this File
A Microsoft Word document is created and stored in the File document area.
Make a quick time entry for the File
Each lawyer and staff may have a default hourly rate for each area of practice. The applicable rate is selected (or you select another). Insert your time description.
Enter your time. A time sheet for the day is displayed – you may edit the entries from here. Also, a summary for the day is displayed.
Or you may use a more detailed timesheet with a timer
First start the clock. You may select preset time descriptions or type in your own.
Selecting additional time descriptions adds them to those already there.
You may use the timer simultaneously for as many files at a time as you wish. You may stop and restart and TLS keeps a running total for the File.
Once stopped, the accumulated time is entered, rounded to the nearest tenth of an hour
To create a letter on the File, click the Letter, Fax or button
The default recipient is the Client. You may also select from other contacts on the File (e.g. the other lawyer) or from any contact in TLS. A default, common sense, name for the letter is suggested with a date stamp at the end to ensure that you do not overwrite an existing document. You may change this to a different name if you wish.
After checking Create, the letter is created. Click View to open it.
The letter with information inserted is created and stored in the File’s document folder.
To view this letter and any documents for this File, simply click the Document Area button.
This opens Windows Explorer in the File’s document area.
To view WIP Time, Disbursements and Trust, click the WIP & Trust button
Click the different tabs to view a chronological list of WIP & Trust and to view the Fee Allocation among lawyers and staff for the File
Click the Client Bill Status button
… to view a chronological list of all bills, payments and adjustments for this Client
Click the Contact Info button to view
Contact information for the various contacts on this File
To send an , click the Letter, Fax or button
Select to whom you wish the sent, click the button
… and an is automatically created. Enter the text and any attachments, click send and the is sent and stored in Outlook.
You may create/access an folder in Outlook containing only for this File simply by clicking the Folder button.
We stored the just sent in the Outlook folder for this File
Open Outlook To keep your Outlook Contacts current, when you open Outlook
… the above pop up form appears. Select Yes to update your contacts.
TLS Office Return to Main Menu Replay Enquiry Screen demo
TLS Office Document Management – TLS Docs
First we will add a document from a File to TLS Docs
Select the folder or subfolder containing the document.
Click the Enter New TLS Doc … button
Enter/select the document name, type and key words in the various categories. You may create labels for the documents and print them by clicking View Docs Labels Print List
The Print Document Labels List displays. If you have selected the wrong document, you may change it here
To view the document, click Open Document
The document opens
To find a document previously entered in TLS Docs
You may narrow your search to the categories shown Or search All. Click the search button
Enter your search criteria. Click Find Next.
All documents with the selected criteria will be displayed. To view the document, click the View Document button.
The document is automatically opened.
TLS Office Return to Main Menu Replay Document Management demo
TLS Office Trust Accounting
Create a new Trust Account for a File
Select the File for which the Trust Account is to be created.
Select from an existing pooled trust bank account, interest bearing or enter a new trust bank account.
Deposit to Trust Account
Select and enter details
After recording all receipts, create a Deposit Register for each Trust Bank Account where you are making a deposit
Select entries from the drop down choices, update the deposit and click Print Register
The Register is created and opened. Click Print.
Cheque to Pay Bill from Trust
Create a Cheque Register and select Files and Payees for Trust Cheques. Select the form of Cheque to print. Click Print Register
The Cheques are created, ready to print.
Print the Register.
The Register containing the Cheque details is created and ready to print.
Select the Trust Bank Account to be reconciled. Enter the Statement Date and Balance. Selected the cleared cheques and deposits from the Statement. Once in balance, print the Reconciliation Report
The detailed Trust Reconciliation Report, showing all uncleared cheques and deposits, is displayed, ready to print.
Select the date range for which you wish to create the Trust Reports. These may be created giving details by File
… or by Bank Account
TLS Office Main Menu Replay Trust Accounting demo
TLS Office Disbursements, Billing and Legal Accounting
TLS Office Disbursements, Billing and Legal Accounting Disbursements Billing Cheques and Bank Accounts Reports Return to Main Menu
TLS Office Disbursements
Regular Disbursements – Select Preset
Check Disbursements and, if you wish, select a File to enter several Disbursements. Then select a Preset Disbursement. Preset Disbursements are simple to create.
After selecting the Preset Disbursement, the amount, description, Vendor, GST and PST are automatically entered – you may amend any of these if you wish
The default offsetting double entry book keeping account is displayed or select another
Regular Disbursements – Several for the same Vendor
Check Several for same Vendor, enter the total amount of the invoice, and select the Vendor
Select the File or GL Account
Select/enter the details. Click Enter
The Disbursement is added to the list. Select another File or GL Account.
Select/enter the details. Click Enter
Continue until all Disbursements for this invoice have been entered. Click Enter & Close
What if Amounts don’t Match? Return to the Disbursement Entry Form
Select the Disbursement to be edited
Change the amount
Disbursements – Edit
Choose the record to be edited. You may narrow your search by selecting the person who entered it, the date or the File or GL Account
Select the record to be edited
Make the changes
TLS Office Main Menu Disbursements, Billing and Legal Accounting Menu Replay Disbursements demo
TLS Office Billing There are several types of Bills – we will look at Variable (Time Description) and Fixed
TLS Office Billing - Variable
Select the File to bill
Select the Bill Type
… Time Description and enter a name for the Bill
Select Time and Disbursements to Bill
Enter adjustments to the WIP Time and Disbursements to be billed. Click Enter Fee Allocation.
Fee Allocation default is based on recorded time. Adjust this by entering the % Fee.
The Bill has been created and posted. Now let’s select the Bill Format and print the Bill.
Click Create Bill to open the Bill Print Form
Select the type of Bill Format, edit the suggested name of the Bill if you wish, and click to create the Bill
The Bill showing the Time Entries and Disbursements is created as a Microsoft Word document.
… and stored in
… the File Document area
TLS Office Billing - Fixed
Select the Files and Fixed Bill Types
Click View Bills
Select the Bills you wish to print and click View Bill.
The selected Bills are displayed
Print Address Labels for the printed Bills
TLS Office Main Menu Disbursements, Billing and Legal Accounting Menu Replay Billing demo
TLS Office Cheques and Bank Accounts
Select whether to create a new Register or open an Existing or Closed Register
Choose whether the Cheques are for Disbursements or Firm Expenses, are to pay for existing or new items and select the Account
Select the Payee. The next cheque number is automatically selected – change if you wish. Enter the amount
Enter a reference
Select the Expenses that compose this cheque
The Expense details are listed and totals displayed
Now to print the cheques. Select the print style
The Payee, amount and details are printed
… for each cheque
Print the Cheque Register
Full details are printed for each cheque
Deposits & Bill Payments
Select from the dropdown list the Bill that has been paid
The details are inserted – change the amount paid if necessary
Select/enter all other payments
Create a Deposit Register to record the deposit of Payments – select the Bank Account
Select the Payments to be deposited to this Bank Account from the dropdown list of un-deposited Payments
After selecting all Payments, print the Register
Details of these Payments are printed
Select the Bank Account to be Reconciled
Enter the Statement Date and Balance
Select the Cheques and Deposits that have cleared and once balanced, print the Reconciliation Report
… showing un-cleared items and the reconciled amount
TLS Office Main Menu Disbursements, Billing and Legal Accounting Menu Replay Cheques & Bank Accounts demo
TLS Office Reports – a few examples
Unbilled (or WIP) Time
Bills and Revenue Reports
Select a date range and Report
Select another Report
… or another Report
GST and PST Reports
Enter the date range
Input tax credits and GST bill amounts are shown on the Report
Create the PST Report
Details of PST charged are listed
TLS Office Main Menu Disbursements, Billing and Legal Accounting Menu Replay Reports demo
TLS Office Corporate
TLS Office Corporate Incorporation Corporate Information Annual Reports & Resolutions Extraprovincial & Societies Alterations Change Offices Change Directors Dividends Share Redemptions Transition Return to Main Menu
TLS Office BC Incorporation
Enter the New Corporation as an Entity
Select/enter contact information. Copy from existing Client.
Enter Corporate Information
Select the Corporation
Select the type of corporation and enter its corporate details
Entering the Registered and Records Office Mailing and Delivery Addresses – you have the choice ranging from all the same to all different. Existing address may be simply copied
Add the Share Structure
All Corporate Share Structures in TLS are listed. Select the one closest to that you wish to create and copy it.
Select the New Corporation and paste the copied share structure. You may edit it if you wish
Select Directors and Officers
Edit Director/Officer Addresses
Select/enter Delivery and Mailing Addresses
Enter shares to be issued
Enter number to be issued, select class and shareholders. Next enter incorporation specific information.
Select the Incorporator
Select/enter Incorporator Mailing and Delivery Addresses
Select the Completing Party
Select/enter Completing Party Mailing and Delivery Addresses
Create a subfolder to store these documents, if you wish. Select which Special Rights or Restrictions to use from listed Precedents. Click View to check them.
Precedent Special Rights or Restrictions
Let’s create the other Incorporation Documents
This is the Incorporation Print form. Select from the documents you wish to create.
Incorporation Reporting Letter
These documents are automatically created in Microsoft Word and stored in the File Document area.
Now open Corporate Online to file the Incorporation
The Corporate Online Form Helper floats over the Web Page. Select Incorp
Click the various buttons to insert the information directly into the Corporate Online Web Page Forms
… including the Director information
… and the Share Structure Information
TLS Office Main Menu Corporate Menu Replay BC Incorporation demo
TLS Office Corporate Information
To update or add information,
open the Corporate Information Form and select the Corporation
In this case, update information now that this Company has been incorporated – incorporation number …
Annual reference date for Annual Reports and Resolutions
and for shares,
… the incorporation date as the date of issuance
TLS Office Main Menu Corporate Menu Replay Corporate Information demo
TLS Office Extraprovincial & Societies
Extraprovincial Annual Reports
Select the corporation and the documents you wish to create, select Print, if you wish to automatically print them, then click Create …
… and the letter with all information inserted and
… Memorandum confirming information are created in Word and automatically stored in …
… in the File Document Area under a subfolder name “BC AR Docs” and the year
To enter file an Extraprovincial Annual Report, open Corporate Online
Select the Corporate Online Extraprovincial Helper and click the appropriate button to enter information directly onto the Corporate Online Web Page
… and click to enter other information
BC Society Annual Reports
Select the Society and click Create Documents
Select the documents to create and click View…
… and the documents are created in Word
TLS Office Main Menu Corporate Menu Replay Extraprovincial & Societies demo
TLS Office Annual Reports & Resolutions
To select which Corporations to view and work with, you may choose only BC Companies, Extraprovincial, by Annual Report Month date or a custom selection
… or select a period by Annual Report date. Click the “+” to record
… information as to dates documents sent, received, filed and to keep notes.
You may automatically print any of the selected document for all of the listed Corporations.
The Documents are also created as Microsoft Word documents and stored in the File Document area. To view them, click GoTo as shown above
… and Windows Explorer will open. A subfolder with the name “AR Docs” and the year is automatically created.
You may also print envelopes for the selected Corporations
… or Address Labels
Click Details to view Online filing information
To file the Annual Report, click Open
The Corporate Online Web Page opens and the BC AR Helper floats over it, allowing for easy entry of information directly into the Web Page.
To create reminder letters for Annual Resolution sent before a certain date but not returned, select the date and click Create
TLS Office Main Menu Corporate Menu Replay Annual Reports and Resolutions
TLS Office Corporate Alterations – steps are similar to BC Incorporation: BC Incorporation Return to Corporate Menu
TLS Office Change Offices – steps are similar to BC Incorporation: BC Incorporation Return to Corporate Menu
TLS Office Change Directors – steps are similar to BC Incorporation: BC Incorporation Return to Corporate Menu
TLS Office Dividends
Select whether you wish to work with an existing or create and new Dividend, select the Company and share class, the dividend recipient(s), where you wish to store the documents, then click Create Documents
Select the documents you wish to create, then Click to View Selected Documents
… and the selected documents are automatically created
… in Word
… and stored in
… the Document File Area selected
Select whether to create a new or edit an existing Stock Dividend, select the Company, enter dividend particulars, including the date, amount, share class declared on and class which is the stock dividend, select where you wish to store the documents and click Create Documents
Select the documents to be created – you may change the suggested name if you wish – and Click View Selected Documents
… and the selected documents are automatically created
… in Word
… and stored
… in the selected Document File Area
TLS Office Main Menu Corporate Menu Replay Dividends demo
TLS Office Share Redemptions
If share redemptions have not already been entered on the Corporate Information Form, Click here to enter Redemption Details
Select the Company, the share Redemption tab and select the share certificate whose shares are to be redeemed, and enter whether all or part are being redeemed
Select the Company, copy the share redemption details and paste, select where to create and store the documents and click Create Documents
Select the documents to be created – change the suggested names if you wish - and Click Here to View Selected Documents
… and the selected documents
… are automatically created
… in Word
… and stored in the selected
… File Document Area
TLS Office Main Menu Corporate Menu Replay Share Redemptions demo
TLS Office Transition
You may create letters to corporations explaining Transition. Also you may select Companies for which to create Transition Documents. These may be automatically printed by selecting Print.
The selected documents are created in Microsoft Word and stored in the File Document area under a TransitionDocs subfolder. Click GoTo
… to open Windows Explorer to view/edit the documents.
Now to do the Transition filing. Click the Open COLIN button
The Colin Web Page opens and the Transition Helper floats over it. Click the appropriate buttons to automatically enter information onto the Web Page form
TLS Office Main Menu Corporate Menu Replay Transition demo