Related Topics Getting Started Related Topics Getting Started
The Invoices Summary page, which facilitates cost management, allows you to view the invoice and approve the invoice directly from this page. From this page, you can:
§ Print or e-mail a summary of the invoice.
§ Discount, reject, or approve an invoice.
§ Run cost management reports.
§ Add approvers to the invoice.
§ View a summary of timekeeper information for fees or expenses.
§ Review line item warnings and make changes.
§ Review other invoices for the vendor or the matter.
Fields
Vendor – The name of the vendor and remittance address.
Invoice Date – The date of the invoice.
Invoice Number – An identifier for the invoice.
P.O. Number – An identifier for the purchase order.
Service Range – The date range over which the service was performed that is being billed.
Invoice Status – The status (such as In Process) of the invoice.
Billed Currency – Lists invoice amounts in the currency in which the vendor is billing the entity.
Original – The amount that the vendor is billing the company prior to any discounts, adjustments, and taxes.
Discounts – The total amount by which the invoice has been changed due to an invoice-level discount or discounts on line items.
Adjustments – Any additional changes to the original amount of the invoice.
Adjusted Pre-tax – The amount that the vendor is billing the company after any discounts and adjustments have been applied.
Tax – The amount of any taxes on fees and expenses.
Adjusted– The amount that the vendor is billing to the company after any taxes have been applied.
Base Currency – Adjusted Base – The adjusted amount of the invoice in the entity’s base currency.
Warning – A highlighted warning appears if the invoice is not in balance when comparing the total invoice amount to the line item details. If invoice audit rules have been implemented as part of Smart Invoice, any invoice-level warnings will be reported in this area for imported invoices.
Matter – Lists the name of the matter for which the information shown applies. If the invoice is split across multiple matters, the matter names appear in a dropdown menu. Select a different matte r to view the invoice detail for that matter.
Total Fees – The total amount of fees for the matter for the invoice.
Total Expenses – The total amount of expenses for the matter for the invoice.
Total Other – The total amount of other costs for the matter for the invoice. Any discounts will be reflected as “other”.
Matter Total – The total amount for the matter for the invoice.
Matter Tax in Billed Currency – The amount of taxes in the currency in which the vendor is billing.
Tax Type – A categorization (such as Federal) for the tax.
Tax Rate – The percentage of the fees and expenses that will be included in the tax amount.
Taxable Fees – The total fees for which the tax is applicable.
Tax on Fees – The amount of taxes on fees (calculated by multiplying the tax rate by the taxable fees).
Taxable Expenses – The total expenses for which the tax is applicable.
Tax on Expenses – The amount of taxes on expenses (calculated by multiplying the tax rate by the taxable expenses).
Tax Country – The country for which the tax is applicable.
Approvals – Lists the approvers/reviewers and the status of the user for the invoice. Click the Add link to open the Invoice Approval dialog box to add another approver.
Approver/Reviewer – The name of the person reviewing the invoice. Click the Approve button next to any invoice for which you are an approver to approve the invoice.
Status – The status of the approval of the invoice.
Allocations – Lists the entities to which the invoice has been assigned with the ratio and amount of payment owed by each.
Entity – The name of the entity to which a portion of the invoice has been allocated.
Percentage – The percentage of the allocation.
Billed amount – The amount of the allocation in the currency in which the invoice was billed.
Base Amount – The amount of the allocation converted to the entity’s base currency.
Details – Lists detail line item entries for the invoice. Toggle between displaying All, Expenses, Fees, or Warnings Only.
Date – The date the work that is being invoiced was performed.
Type – A category to indicate the type of work being performed.
Task/Expense Code – For fees, the type of work performed within the phase; for expenses, a code to designate the type of expense.
Professional (Rate) – The name of the person performing the work that is being invoiced. In parenthesis, lists the number of hours or units and the amount per hour/unit being billed.
Billed Currency – Lists line item amounts in the currency in which the vendor is billing the entity.
Taxable – An indication of whether the line item is taxed.
Base Currency – The adjusted amount of the line item in the entity’s base currency.
Documents – Lists any electronic files (such as receipts) that are attached to the invoice.
Description – A comment concerning the document category.
Type – A categorization of the type of documents.
Document – The name of the document.
Links
Vendor – Click to open the entity record for the vendor submitting the invoice.
Matter area
Matter – Click to open the matter record for the invoice.
Click here for matter-specific analysis – Click to open reports that have been assigned to the Matter tab of the Invoices module.
Total Fees – Click to open the Invoice Fee Summary dialog box with a summary concerning each timekeeper for the matter with billing amounts for fees.
Total Expenses – Click to open the Invoice Expense Summary dialog box with a summary concerning each type of expense for the matter.
Tax Type/Tax Rate – Click to open the Matter Tax Detail dialog box with information concerning the tax record.
Approvals (Add) – Click to open the Invoice Approval dialog box to add another approver.
Approver/Reviewer – Click to open the Invoice Approval dialog box with information concerning the person approving/reviewing the invoice.
Entity – Click to open the Invoice Allocation dialog box with information concerning the entity to which a portion of the invoice is allocated.
Details area
Expand Comments – Click to include comments for each line item.
Date/Type/Task/Expense Code/Original/Discount/Adjustment/Adjusted Base/Amount – Click to open the Invoice Detail dialog box with information concerning the line item of the invoice. If the item is an invoice-level discount, the Invoice Discount dialog box will open instead.
Professional – Click to open the People Edit Mode with information concerning the person.
Rate – Click to open the Billing Rate History dialog box with information concerning the professional’s billing rate.
Documents area
Description – Click to open the Documents tab for the invoice.
Document – Click to open the attached document.
Buttons
Edit – Click to open the Invoices Edit Mode to make changes to the invoice record.
Print – Click to open the standard Microsoft Print dialog box to send the contents of the page to a printer.
E-mail – Click to attach the invoice information to an e-mail. The e-mailed summary will be the same as a report; there is no access to the data. The recipient must be able to receive HTML-formatted messages.
Reject – Click to reject approval of the invoice. This operation is not reversible. Also note that rejected invoices are not deleted. Therefore, if the duplicate check feature is active and the invoice is reentered or reimported, a duplicate warning will display.
Discount – Click to change or discount the invoice by a dollar amount applied to the invoice total or by a percentage applied to fees.
Approve – Click to approve the selected invoice. This button only appears if the invoice is awaiting approval by the logged in user.
Approve All – Click to approve the selected invoice for all matters if the invoice is split across more than one matter. This button only appears if the invoice is awaiting approval by the logged in user and pertains to multiple matters.
Reports – Click to access any tab-specific reports that have been assigned to the Base Info tab of the Invoices module.