TLS Office Presented by: Brodie Mulholland Total Legal Solutions Ltd.

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 Select Demo to View: Contacts & Files Online Corporate Conveyancing Civil Litigation Enquiry Screen Legal Accounting Trust Accounting Document Management

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 email. 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

Draft Bill

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.

Vendor’s Statement

Purchaser’s Statement

In/Out Statement

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.

Draft Bill.

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.

In/Out Statement.

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 Email 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 email, click the Letter, Fax or Email button

Select to whom you wish the email sent, click the Email button

… and an email is automatically created. Enter the text and any attachments, click send and the email is sent and stored in Outlook.

You may create/access an email folder in Outlook containing only email for this File simply by clicking the Email Folder button.

We stored the email just sent in the Outlook email 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.

Trust Reconciliation

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.

Trust Reports

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

Write Cheques

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

Bank Reconciliation

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

Prebilling Reports

Select Files

Accounts Receivable

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.

Share Certificates

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

Regular 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

Stock Dividends

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

TLS Office Presented by: Brodie Mulholland Total Legal Solutions Ltd.

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