Type

Required/

Optional

Description

Invoices Module

Date * 8 YYYYMMDD

Required

The date the fees/expenses were incurred. Typically, this date is between the BILLING_START_DATE and the BILLING_END_DATE. A null value ("") would be an error.

Invoice Detail>Line Item Date

Character * 20

Required for task Items

The task code (e.g., using the UTBMS code set) for this line item. Most expense items probably do not have a LINE_ITEM_TASK_CODE associated with them (in which case this field would be left null).

Invoice Detail>Task

Character * 20

Required for expense items

The expense code (e.g., using the UTBMS code set) for this expense line item. Most fee items probably do not have a LINE_ITEM_EXPENSE_CODE associated with them (in which case this field would be left null).

Invoice Detail>Expense Type

Character * 20

Required for task items

The activity code (e.g., using the UTBMS code set) for this fee line item. Most expense items probably do not have a LINE_ITEM_ACTIVITY_CODE associated with them (in which case this field would be left null).

Invoice Detail>Activity Type

Character * 20

Required for task items

A unique identifier for the timekeeper for this line entry. Typically, the identifier used here is the primary key for a timekeeper used in a law firm’s financial system (e.g., an employee number, social security number, initials, or anything else so long as it uniquely identifies a particular timekeeper). For fee line items, a null value ("") would be an error. Most expense items probably do not have a TIMEKEEPER_ID associated with them (in which case this field would be left null). Actual timekeeper names should be avoided.

Invoice Detail>Professional Displays name from People module

Character * 15 KB

Required for task items

Free form description of this line item. May be up to 15KB of text. If an expense item uses a LINE_ITEM_EXPENSE_CODE, this field is usually left null.

Invoice Detail>Comments

Character * 50

Required

Identifier(s) uniquely identifying the sending law firm. The law firm's Federal Taxpayer ID if operating in the U.S. or a tax identifier for non-U.S. firms. The field will accommodate up to three identification numbers through the use of a sub-delimiter (~). A null value ("") would be an error.

Base Info>Vendor

Currency * 10.4

Required except if an invoice-level adjustment

The standard (i.e., undiscounted) unit cost of the line item. For fees, this would be the hourly rate. For expenses, this would be the cost per unit. For invoice-level adjustments, this field is ignored. A value of zero ("0") or null ("") would be an error unless the line item is an invoice-level adjustment.

Invoice Detail>Rate

Type

Required/

Optional

Description

Invoices Module

Character * 30

Required for Task Items

The name of a timekeeper. Names must be entered Last name first, then a comma, followed by First name (e.g., "Arnsley, Robert"). THIS FIELD IS PROVIDED FOR INFORMATION ONLY AND MUST NOT BE USED BY THE RECEIVING APPLICATION AS A PRIMARY KEY

FOR TIMEKEEPER. This field is mandatory. Most expense items probably do not have a TIMEKEEPER_NAME associated with them (in which case this field would be left null).

Timekeeper name comes from person record associated with Timekeeper_ID

Character * 10

Required for Task Items

The staff classification of a timekeeper. This field must use one of the following codes: "PT" (for partner), "AS" (for associate), "OC" (for of counsel), "LA" (for legal assistant), "OT" (for other timekeeper), "SI" (for summer intern), "PL" (for paralegal), "SE" for secretary or clerk), and "NP" (for non-legal professional). THIS FIELD IS PROVIDED FOR INFORMATION ONLY AND MUST NOT BE USED BY THE RECEIVING APPLICATION AS A PRIMARY KEY

FOR TIMEKEEPER. Most expense items probably do not have a TIMEKEEPER_CLASSIFICATION associated with them (in which case this field would be left null).

N/A

Character * 20

Required except if client does not assign matter identifiers

The client assigned matter code. Multiple CLIENT_MATTER_IDs can be billed in the same invoice. A null value ("") would be an error, unless the client does not assign matter identifiers.

Matter Invoice>Matter

Character * 100

The alphanumeric, client assigned purchase order number or code. Multiple Purchase Orders can be billed in the same file.

Base Info>Purchase Order #

Character * 20

Required

The client’s identification for tax purposes. In the UK this would be the VAT number.

N/A

Character * 255

Required

The name of the matter to which this invoice relates. THIS FIELD IS PROVIDED FOR INFORMATION ONLY AND MUST NOT BE USED BY THE RECEIVING APPLICATION AS A PRIMARY KEY FOR A MATTER.

N/A

Currency * 12.4

Optional

The sum of all LINE_ITEM_TAX_TOTAL items in this invoice. A null value would denote a tax exempt invoice. The client may request that the tax amount be only the reimbursable tax amount, such as VAT, which they often must track separately for accounting purposes. The receiving application is encouraged to allow for a reasonable variance to account for rounding errors when the sending application calculated the INVOICE_TAX_TOTAL.

Base Info>Total Tax Billed

Currency * 12.4

Required

The sum of all LINE_ITEM_TOTAL values in this invoice minus the INVOICE_TAX_TOTAL. A null value (“”) would be an error. The client may request that the tax amount be only the reimbursable tax amount, such as VAT, which they often must track separately for accounting purposes.

Base Info>Adjusted Pre-tax Billed

Type

Required/

Optional

Description

Invoices Module

Character * 3

Required

The submission currency by the law firm or vendor denoted by the 3 character ISO currency code (ISO 4217). The payment currency by the client is not driven from this field. A null value (“”) would be an error.

Base Info>Currency

Character * 30

Required if TIMEKEEPER_

NAME field is filled in

The last name of a timekeeper. THIS FIELD IS PROVIDED FOR INFORMATION ONLY AND MUST NOT BE USED BY THE RECEIVING APPLICATION AS A PRIMARY KEY

FOR A MATTER. A null value (“”) would be an error for F and IF EXP/FEE/TAX/INV_ADJ_TYPE (most expense and tax line-items probably do not have a TIMEKEEPER_NAME associated with them, in which case this field would be left null (“”)). This data is duplicative of the TIMEKEEPER_NAME field.

N/A

Character * 30

Required if TIMEKEEPER_

NAME field is filled in

The first name of a timekeeper. THIS FIELD IS PROVIDED FOR INFORMATION ONLY AND MUST NOT BE USED BY THE RECEIVING APPLICATION AS A

PRIMARY KEY FOR A MATTER. A null value (“”) would be an error for F and IF EXP/FEE/TAX/INV_ADJ_TYPE (most expense and tax line-items probably do not have a TIMEKEEPER_NAME associated with them, in which case this field would be left null (“”)). This data is duplicative of the TIMEKEEPER_NAME field.

N/A

Character * 1

Required

An identifier indicating whether an invoice is “own account” (“O”), or “third party” (“T”).

N/A

Character * 60

Optional

Law firm name.

N/A

Character * 60

Optional

The street address of the law firm. Given these display fields can be supplemented by intermediate vendor applications, a null value ("") would be acceptable.

N/A

Character * 60

Optional

Optional second street address of the law firm. Given these display fields can be supplemented by intermediate vendor applications, a null value ("") would be acceptable.

N/A

Character * 40

Optional

The city of the law firm.

N/A

Character * 40

Optional

The state or region of the law firm.

N/A

Character * 20

Optional

The postal code of the law firm.

N/A

Character * 3

Optional

The country code of the law firm.

N/A

Character * 60

Optional

Client name.

N/A

Character * 60

Optional

The street address of the client.

N/A

Character * 60

Optional

Optional second street address of the client.

N/A

Character * 40

Optional

The city of the client.

N/A

Character * 40

Optional

The state or region of the client. Given these display fields can be supplemented by intermediate vendor applications, a null value ("") would be acceptable.

N/A

Character * 20

Optional

The postal code of the client.

N/A

Character * 3

Optional

The country code of the client.

N/A

Type

Required/

Optional

Description

Invoices Module

Decimal * 0.4

Optional

Percentage tax rate against charge. A decimal number between 0 and 1 indicating the rate of taxation on the line item. A null ("") or 0 would indicate no taxes apply to the line item.

Matter Tax Detail>Tax Rate

Currency * 10.4

Required

Total amount of tax for the line item. This must be ((LINE_ITEM_UNIT_COST * LINE_ITEM_NUMBER_OF_UNITS) + LINE_ITEM_ADJUSTMENT_AMOUNT) * LINE_ITEM_TAX_RATE.

Matter Tax Detail>Total Tax Fees or Total Tax Expenses

Character * 20

Optional

Tax type indicator (e.g. VAT, GST, PST, Other). Information purposes only and not used in the invoice calculation. A null value ("") would be acceptable.

Matter Tax Detail>Tax Type

Currency * 12.4

Optional

The amount of tax in the national currency as reported to the tax authorities. Information purposes only and not used in the invoice calculation. A null value ("") would be acceptable.

N/A

Character * 3

Optional

The currency of INVOICE_REPORTED_TAX_TOTAL denoted by the 3 character ISO currency code (ISO 4217). A null value (“”) would mean that the total tax on an invoice is in the same currency as the INVOICE_CURRENCY.

N/A