Create a Detailed Invoice
If you are adding a summary invoice, the page after you assign an invoice to a matter record is the Detailed Invoice page. Unlike the Summary Invoice, a Detailed Invoice allows you to enter a control amount, and you are able to add line items for hours worked vs rate and cost adjustments.
- Enter the Invoice Number. The number can be any combination of letters, numbers, and dashes, up to 35 characters. Use the Tab button on your keyboard to move to the next text field. Doing so prompts the page to save and perform a duplication test to make sure the invoice number is unique.
- Enter the Control Amount in the space provided, if applicable. If the site administrator has set the feature to “must match”, the application requires the sum of all line items on the invoice to match the Control Amount, and does not display the Finish link on the last page until the amounts match.
Important: When entering dollar amounts, do not use the currency symbol or commas. Enter all amounts as a series of numbers with only a period to separate the monetary units: 10000.00
- Type or select the
icon to enter the Invoice Date, the billing period using the Period From and Period To fields, and the Fiscal Period year and quarter if necessary.
These fields default to current date for the invoice date, the previous month for the billing period, and the current FY and fiscal quarter. - Review the currency information. The currency field defaults to the law firm’s currency, at the current exchange rate.
- If desired, select a different currency from the drop-down menu and enter the conversion rate in the "Use Rate Of" field. Check the Do NOT Convert box if you want to skip currency conversion.
- If desired, select a different currency from the drop-down menu and enter the conversion rate in the "Use Rate Of" field. Check the Do NOT Convert box if you want to skip currency conversion.
- Enter Optional Text, Electronic File Type, and LEDES File Name in the designated fields.
- Click Continue.
Enter the Line Items
- Select the employee who performed the work from the "Work By" drop-down menu.
- Enter the date the task was performed.
- Choose the LEDES Code and Activity Code from the drop-down menus.
- Enter the number of Hours (i.e. 1, 1.25, 1.5, 1.75) or Items (for an expense/disbursement) and the Hr. Rate/Cost ea. and Adjustment.
- If you are unsure of the rate, click the View Rate Card hyperlink in the bottom right corner.
The employee or firm rate information displays.
- If you are unsure of the rate, click the View Rate Card hyperlink in the bottom right corner.
The currency conversion of your selected country appears under the line item text fields.
- Click Continue. You can add another line item by selecting the Add Another Line Item hyperlink.
- If you are on the Add Line Item page again and you wish to review the invoice details before adding another line item, click the Go To Review Page hyperlink.
- When you have finished adding your line items, click Continue to review the invoice details.
Additional Options:
—Remove the line item
—Edit the line item- Add Another Line Item—Add another charge without deleting the existing line items
- Add Another Matter—Add the same invoice to another matter record
If the invoice totals don’t fall within the approved budget for the firm or vendor, and the flag feature is turned on, there is an indicator notifying that the invoice has Failed. You may then click to delete line items, if desired.
When the addition of the invoice falls within the fiscal year budget, the indicator changes to Pass.
For information on charge backs, refer to the Adjusting Division/Department Chargebacks instructions.
