The C-Law accounting system

A summary of what is in C-Law Cashier / 2000 series

The software  is the product of over 21 years experience in the provision of simple to use accounting solutions for lawyers. Produced and designed by a lawyer C-Law Cashier 10 is currently our latest version but we hope to produce further updates and improvements regularly.

C-Law software sets up a client ledger and a nominal ledger for you. The client ledger is split into two separate parts - the archive ledger and the current ledger. The archive ledger holds accounts which have been closed and marked for archiving and then removed from the current ledger by doing an archiving run. The current ledger thus contains both actual current matters and matters marked for archiving. The current client ledger is the one that is used on a daily basis for keeping clients accounting and/or time records on.

The nominal ledger is cleared down each year end and the accounts marked as being profit and loss type accounts are closed down and balances transferred to a so called profit and loss account during the 12th monthly routine. This account then holds all the transferred balances from the profit and loss type accounts after the 12th monthly routine. During the imemdiately following yearly routine the balance is capitalised and transferred to a capital account you specify in the nominal ledger. The next year starts of with the profit and loss type nominal accounts completely blank. The other nominal account types are cleared to a balance brought forward figure for the next year.

When current client ledger accounts are finished they are marked for archiving. Whilst in the current ledger they can be re-opened and worked on. But every so often you can do an archiving run and move all current client ledger accounts marked for archiving more than a certain number of days ago into the archive ledger. They cannot be re-activated when they have been removed the archive ledger.

The software uses a double entry accounting system. This means that entries are made on the ledgers and a double entry is made on a separate sheet or "journal". Thus unlike single entry book keeping systems there is no nominal ledger for your banks. The bank accounts or sheets are created automatically for you by double entry as you make the corresponding ledger entry.

The software has sheets for your bank accounts (up to 15 office account banks and 15 client account banks and up to 32 deposit account banks). It also has a VAT sheet which holds the VAT entries you make and thus records the amount you owe or are owed in VAT. It also contains a Petty Cash sheet which holds the various petty cash entries and thus shows you the amount you should have in your petty cash float at any time.

All bills are entered by double entry onto one or more bill books which thus record the bills delivered.

VAT can be accounted for to Customs and Excise on either a Bills Delivered (the default) or a Cash basis.

There are also inter account transfer sheets which record the amounts transferred directly between ledgers - one for office money and one for client money.

Finally there is a sheet which records all transfers you make between the client and office bank accounts.

Reconciliations

Entries you make on your banks are also sent to reconciliation sheets which together form a separate sub-system - which you can work on as needed to reconcile your accounts system with your bank statements - in the case of client banks at least every five weeks to comply with Law Society Accounts rules.

Other facilites

There is a deposit interest calculator which can be instigated globally or per matter. This relies on you entering deposit interest rates from time to time.

There are various reports which can be produced and shortlists produced of accounts complying with criteria. There is a nominal ledger budgeting facility and a variance report producer for actual expenses as against budget.

Keeping track of things

In order to assist in keeping track of what is going on in the practice all client ledger matters are assigned to a particular work category and fee earner. The system at present caters for up to 19 fee earners and 39 work categories. In addition to this you can assign any matter to a particular indemnity fund type and a particular work source. The latter enables you to produce reports of costs earned over any chosen period on an indemnity fund classification basis (with percentages) and also the same based on the source of the work.

Time Recording and Analysis

C-Law Cashier 2000 series  incorporates a time ledger for each matter and this can be used for recording the time spent on matters. This is done with the aid of a simple to use entry system (you can have a separate entry screen if you wish) and incorporates a charge rate spreadsheet which is used to store your required charge rates (on a fee earner basis for each of the possible 39 categories and for each of the possible 40 worktypes possible).

The work in progress for each matter is thereby kept as a running balance and from this you can see the work in progress either on any matter or globally. When bills are entered the work in progress figure can be either cancelled or reduced so that it shows the actual work in progress figure owing from each client. Each individual time ledger can be analysed to show the time spent on attendances, telephones, letters etc.

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