In order to send out e-mail notifications for accruals that are due for specified matters, the following steps must occur in eCounsel:
- Users who have been granted permission to create notification schedules (by the System Administrator) can configure the e-mail template that will be sent for all matters that have accruals enabled. Each e-mail will list all matters for which the recipient is the primary vendor contact. See Customizing Accrual Notification E-mails.
- Users who have been granted permission to create notification schedules (by the System Administrator) can create schedules on a monthly, quarterly, or yearly basis using the Accrual Notification tool. A single schedule will generate e-mails to all primary vendor contacts for each matter for which accruals are enabled. See Creating Accrual Notification Schedules.
- For each matter for which accruals are tracked, the Accrue Costs checkbox must be checked. This checkbox will add an Accruals tab to the matter so that costs may be entered when received. See Enabling Accruals for a Matter.
- For each matter for which accruals are tracked, the law firm/vendor designated as the primary vendor contact for the matter must be added as a player with the specified player type and role. If a primary e-mail address does not exist for the player, make sure and enter one. Multiple players may be specified. See Creating Primary Vendor Contacts.
- Prior to the date a notification will be sent, the Matter Accrual Report should be run to identify any matters requiring accruals that do not have a designated primary vendor contact or for which the contact does not have a primary e-mail address in eCounsel. The BusinessObjects version of this report can be scheduled to be e-mailed on a recurring basis. See Running the Matter Accrual Report.
- Once law firms/vendors submit accrual information, records can be added to the matter with information concerning the vendor, period start and end, currency type and conversion rate (if other than the base currency), and the unbilled amount. See Creating Accrual Records for a Matter.