The Invoices notebook is used to manage outside counsel invoices. Invoices can be manually entered or, with the E-Invoicing Manager, electronically loaded. Support exists for all LEDES 98B and LEDES 2000 invoice data elements, including multi-matter invoices, vendor discounts, foreign currency, and split invoices. All of the LEDES data elements are automatically made read-only when viewing an electronic invoice. Adjustments are automatically rolled up to the invoice level and can be entered at the matter, fee detail, or disbursement detail levels. Notepads exist for adjustment notes everywhere an adjustment can be entered. When entering a manual invoice, the system will automatically detect duplicate invoices. The billing year is automatically calculated when entering the start date. LawManager supports a configurable fiscal year, and if this is set up, the system automatically determines the proper fiscal year for the billing year. The notebook sorts the invoices descending by invoice date by default.
You can drill down on the vendor to see office addresses, office phone numbers, timekeepers, negotiated rates at the vendor level or the timekeeper level, all invoices, and a summary of invoices by year. The Summary tab is used to enter and adjust matter level invoice information. The Allocation tab is used to view or enter the allocation of an invoice to one or more cost centers. The Allocation button is used to automatically calculate the invoice allocation from the matter cost center percentages. The Allocation Error flag will automatically detect when the invoice is not allocated properly due to adjustments or changes made to the invoice. The Approvals tab is used to view and manage who still needs to approve the invoice and who has approved the invoice. The Invoice Workflow Engine can automatically generate the approval records based on the invoice amount, invoice type, or matter type. When the user approves the invoice, the user receives a dialog box with the total costs for the matter and the percentage of the matter budget. LawManager supports parallel or sequential approval workflows, and when the last person approves the invoice, the invoice status is automatically changed to Approved and the invoice is locked down.
The Audit Check button runs any audit rules configured for the invoice. A complete set of standard audit rules can be configured globally, specific for a vendor, and/or specific for a matter. The Audit Errors tab displays any errors found by the audit rule engine. The Activity tab is used to record activity regarding the invoice (for example, when the invoice was sent to accounts payable or notes from a discussion with the vendor). The Fee Detail tab is used to view and enter line item fee adjustments for electronic invoices. The Disbursement Detail tab is used to view and enter line item disbursements adjustments for electronic invoices.
Key features include:
Automatic duplicate invoice checking.
Invoice approval workflow based on invoice amount, invoice type, and/or matter types.
User-defined invoice statuses with configurable "actual" statuses.
Support for all LEDES 98B and LEDES 2000 invoice data elements, including multi-matter invoices, vendor discounts, foreign currency, and split invoices.
Smart Vendor dropdown with partial and Soundex name searching and button to launch into Vendor notebook.
Vendor office support for vendors with multiple offices with automatic default to vendor's main office.
Multi-matter invoice support.
Pop-up calendar for the invoice date, start date, end date, and due date with validation between dates.
Currency dropdown with 84 currencies.
Invoice level original, discount, adjustment, and net financial fields for both fees and disbursements.
Split invoice support for sharing costs with another corporation (disabled by default).
Audit Check button to run the audit rule engine on the invoice.
Allocation button to automatically allocate an invoice.
Allocation error indicator with ability to search for all invoices with an allocation error.
Pop-up notepad for the invoice description.
See
Invoice Notebook Field Definitions
Accessing the Invoices Notebook
Adding Matter-level Manual Invoice Information
Removing a Matter from an Invoice
Adjusting Matter-level Invoice Information
Allocating an Invoice to One or More Cost Centers