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Mitratech Success Center

Interactive Invoice Review-End User Guide

Introducing Interactive Invoice Review 

TeamConnect 6.3 introduces a streamlined way to review and manage line items within invoices. Users have the ability to turn this feature ON.

Learn more about managing invoices on this page.

Clients can adopt this new feature at their convenience or continue using the existing line item review functionality. The new interactive line items can be “turned on” by the security group using the Setup tool in TeamConnect.

Important Note: The following features can be found in the existing line item review and have been built into the new interactive line items. 

  1. Inline Adjustment History - the clickable norgi arrow that displays a synopsis of all adjustments on the line item made thus far
  • Workaround: Adjustment history is visible inside the adjustment modal on each line item.
  1. Revert Adjustments inside the Inline Adjustment History - the ability to select a checkbox next to each adjustment history item in order to revert it by the action of the Revert button
  • Workaround: Manually revert past adjustments by negating their value.
  1. Reject line items - the ability to select 1 or more line items and reject them by action of the Reject button outside the grid
  • Workaround: Adjust each line item to zero by changing the rate or quantity to zero.
  1. Appealed invoice line item tag - line items appealed by firm billing analysts reappears in the grid with an Appealed tag.
  2. Bulk / Inline adjustment of line items - when enabled, the ability to view the grid of line items in a separate screen where one or more items can be selected in bulk for uniform adjustment; or the ability to tab through quantity, rate and total values to insert new numbers quickly.
  3. Printable view - the ability to render the grid of line items in a separate view which is specially formatted for printing to paper.

Creating an Invoice Manually

To create an Invoice, click here.

Invoice Record Pages

The General page of the invoice is as shown below:

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Hover on the Adjustment icon, the system displays a tool-tip as below:

  • The Latest Adjustment made to the Line Item
  • The Count of No. of Adjustments on the Line Item
  • No Ellipsis to display for the Comments.

When the user hover over the “Has Adjustments” icon, the "Latest Adjustment" tooltip appears along with required details.

Introduced in TCE 7.0.

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Note:

  • Displays warning message when the number of line items (N) equals or exceeds 1000 at the top of the invoice page.

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  • In both the View page & Edit pages, all the line items for an Invoice are loaded.

 

Load all Line items on the Invoice Details

Introduced in TCE 7.0.

When the user loads the specific invoice page, all of the line items are loaded on the same page. So instead of fixing the height of the grid, all the line items on the grid will automatically load.

Regardless of how many line items are required, it will automatically load and there will be only one level of scrolling on the page vertically/horizontally, which is called page level scrolling and there will be no secondary or tertiary level scroll within the page (no grid-level scrolling).

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Auto size line item detail view to fit all content without any scrolls

Introduced in TCE 7.0.

Introduced below update related to the detail view of the invoice page:

  • The height of the detail view will now be automatically adjusted based on the content.
  • Inside the detail view, no scrolling would be required.

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Default and Optional Columns

To analyze the details of a required line item, the user can apply filter options with different values provided in each column of the invoice.

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The Line Items grid divided into two types of columns:

  • Default Columns
  • Optional Columns

Default Columns

  • Date
  • Type
  • Category
  • Activity
  • Timekeeper
  • Rate
  • Quantity
  • Discount
  • Total
  • Project

Optional Columns

  • Original Rate
  • Original Quantity
  • Original Discount
  • Original Total
  • Adjustment Total
  • Has Warnings
  • Taxable

Default Fixed Columns

  • Checkbox
  • Item
  • Flag
  • Reviewed
  • Has Adjustment

NOTE:

  • The update is introduced in TCE 7.0.
  • a user can add the selected columns from column configuration to the grid.
  • the optional columns can be resized and reorder.
  • the columns are automatically adjusted with the text entered.
  • the horizontal scroll bar is extended to move to the left of the grid.

Interactive widgets roll-up critical spend data and act as filters for the line items of the invoice as described below. 

  • Total Spend by Type: Breaks down spend between Expense and Fee in the invoice.  Hovering on the Fee or Expense slice, shows the total spend and the percentage of the total spend by that type. The invoice line items can be filtered by either spend type by clicking on a pie slice.
  • Total Spend by Timekeeper: Displays the total spend and percentage of spend for the top 5 highest spend timekeepers on the invoice. All of the remaining timekeeper spend is captured under “Other”. Hovering on the slice, displays the Timekeeper Name, Percentage of amount spent and the total sum spent (Rate x Quantity) by the timekeeper.  The invoice line items can be filtered by each timekeeper by clicking on a pie slice.
  • Total Spend by Task Code: Displays the total spend and percentage of spend for the top 5 highest spend task categories on the invoice. All of the remaining task category spend is captured under “Other”. The Task Code widget corresponds to the Category column in the line item table. The invoice line items can be filtered by each task code category by clicking on a pie slice.

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To clear the applied filters that are in the columns, click Clear All Filters button.

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Sticky Horizontal Scroll Bar 

Introduced in TCE 7.0.

Introduced Sticky horizontal scroll which displays:

  • Users have the option to resize the column width in the invoice page.
  • If any column is manually re-sized and all the columns fail to display in the overall grid width, then a sticky horizontal scroll is visible at the Invoice page level. 
  • If the adjusted width of the combined columns is greater than the width of the grid, the floating horizontal scroll bar is displayed which stays with the user as they scroll vertically over the grid.

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Column Configuration

You can configure additional columns to be displayed in the grid.  By default, Default Columns appear.

To configure or add the columns:

  1. Right click on the Column Header.
  2. A pop-up window appears with the Default columns and Optional columns.

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  1. Select the checkbox of the required columns to be displayed in the grid.
  2. The column placement can be changed by drag and drop and columns can be added or removed.
  3. Once the column configuration is set, it will persist from session to session as long as the user is logged into TeamConnect from the same computer, in the same browser.
  4. To cancel, click x.png.
  5. To restore the default configuration, click the Reset Columns button.

NOTE:

  • If the Reset columns button is in grey, then the columns in the Line Items grid are in the default view.
  • This hides non-default columns (if any), restores user hidden default columns (if any), restores the order of the columns and restores column widths to standard values.

Creating Invoices in TeamConnect

The steps to create an invoice manually in TeamConnect have not changed in the new invoice review feature. Instructions to create a new invoice can be found here. The steps to add line items have changed.

NOTE: Line items are required for all invoices sent from Collaborati to TeamConnect.

Once an invoice is created, if it has no line items, the invoice line item grid will appear as follows:

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To add line items to an invoice that has been manually created in TeamConnect:

  1. Click Edit at the top of the invoice.

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  1. Scroll down to the Line Item section.
  2. Enter all the required fields in the line item.
  3. Click Add.

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  1. Upon clicking Add, the new line item appears in the Line Item grid.

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  1. Repeat steps 1- 4 until all line items have been added and the click Save & View and the invoice will be updated with the new items.

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Note: When the user adds an invoice, the interactive grid that user sees is a fixed interactive grid and will not support custom fields. This fixed grid is available on both invoice add page and invoice edit page. Custom field support only available for the invoice view page.

Removing Line Items

To remove a line item:

  1. Ensure an invoice is in the approval workflow either in create or edit mode.
  2. Select the check box of the line item to be removed. The selected line item is highlighted. See the below image.
  3. Click Remove.

 

NOTE: If the invoice is in the approval workflow, this option is no longer available.

Description and Warnings

The Description and Warning text of the line item are displayed in the row of the line item. If there is no description, then ‘N/A’ is displayed in the line item. If the length of the text is more than one line, a “Show more’ hyperlink is provided which expands on click and changes to 'show less'.  To collapse the window, click "Show less".  The text fields are provided with Smart search functionality.  On entering the first two characters the match criteria of the search result appear in the list with highlighted.   If no filter is matched with a smart search, then the text boxes are grayed out.  Warning messages are displayed in 'Red' color.

NOTE: Warning messages are not displayed when there are no warning alerts.

Adjustment History

Displays the modified or adjusted values made to Original values.  The number of values is provided by hyperlink.  

The user from the Approval list can edit/adjust the invoice. To view the adjustment history of the values, the user should 

  1. Click on the hyperlink of the value.
  2. A pop-up window appears which displays Line Item Adjustment History.

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  1. Select New Amount from the drop-down list and enter the new value.
  2. Select Reason for Adjustment from the drop-down list.
  3. The new Adjusted values are displayed in Adjusted Row.
  4. Click Save.
  5. To cancel, click Cancel.

When a Non-assigned user or reviewer clicks on the value hyperlink, displays the adjustment history as shown below:

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The user is restricted to edit the original value.

The update is introduced in TCE 7.0.

When the user clicks on the icon in the "Has Adjustment" column, a pop-up window appears, displaying all of the adjustment history made on the specific line item.

Revert Line Items

In adjustment history, the selected adjusted line item(s) are reverted to the previous state when a line item is Reverted. 

To Revert the line items(s):

  1. Click on the Revert button in the Adjustment History.

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  1. A Line Item Adjustment pop-up window appears.

  1. Modify the Adjustments and click Save.
  2. Updated changes appear in the Adjustment History.
  3. To cancel the changes, click Cancel.

The update is introduced in TCE 7.0.

NOTE: If there is NO change in Rate / Quantity / Discount, REVERT button in the subline is hidden.

The Invoices procedures are of two types:

Printable View

Displays the selected blocks of the Interactive Line Items that appear in the printable view render a page. 

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  1. Click on Printable View icon.
    A Sections pop-up window appears.

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  1. Select check-boxes of the required Interactive line-items.
  2. The Interactive grid accommodates as many as columns but in the legacy Printable view, the excess columns at the end of the page are cut in either layout.
  3. The selected Interactive line-items appears in the printable view page in tabular format.
  4. Click OK.

The update is introduced in TCE 7.0.

To View Adjustment History (For Interactive Line items)

  1. Select Interactive Line Items check-box from the sections.
  2. Show Adjustment History (For Interactive Line items) displays with check-box.
  3. Selecting check-box, displays the Line Items with Adjustment History.
  4. Click OK.

 

 

NOTE

  • Up to 200-line items are displayed, and all line items as part of Parity.
  • The columns set by the user reflects in the Printable view.
  • The layout (Landscape or Portrait) is fixed for the Printable View while printing the PDF.
  • When there is no data in Project, Description, No Adjustments made on the Line Item; No Data/Insights from the ML model for any line item, the horizontal panel is not displayed under the line items.

Search Functionality in different Columns

Date Search

To view the invoices, select the Date Picker Calendar in date column. When a user clicks on the date column, the system displays a calendar.

  • Select the start date and end date in the calendar to view the invoices ranging on the selected date.
  • Double click on the same date for Start Date and End Date to view the records of a particular date.

Item Type

To view the Item Types:

  1. Select the required Item type ALL, Expenses or Fees from the drop-down list.
  2. Selected items types appears in the grid.
  3. The same is reflected in the Total Spend by Type pie chart widget.

Flag Column

Introduced Flag column in the interactive grid with the following options:

  • Red - Actively Flagged
  • Grey - Resolved / Formerly flagged
  • White - Default state

The functionality of the flag is to sort the capabilities, sorting all line items with a flag to the top on the first click, by line item number descending. Then by all line items without a flag, in line item number descending.

HasAdjustment 

The update is introduced in TCE 7.0.

To view the columns that are adjusted:

  1. Select the value "All Line Items", "All Adjustments", "No Adjustments", "Manual", "Auto", "Auto & Manual" or "Rejected" from drop-down list.
  2. Displays the selected value line items in the grid.  The values are provided with hyperlink.
  3. When user clicks on the hyperlink, Adjustment History Modal pop-up window with the Adjusted history details appears.

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To search for a Timekeeper

  1. Enter first two characters of a person in the filter box.
  2. The filter is enabled with smart search.
  3. The matching name of the timekeepers appears on the list.
  4. Select the required Timekeeper from the list.
  5. The line items of the Timekeeper appears in the grid.
  6. The users have an option to select single or multiple invoices.

Column Filtering (Number)

To view the rows with required number/value,

  1. Enter the required value in the number filter column.
  2. Select the required line item to perform the functionality.

NOTE:

  1. Using operators (<, > and =), to filter the required number to/which pulls the exact value. If no operator is selected, then assumed as a direct match. The below are the operators:
  • <, >, = exclusively and only one at a time.
  • = pulls up the exact value
  1. Number filter is applied for both Quantity and currency columns (Original Quantity, Original Rate, Original discount, Original Total, Adjusted Quantity, Adjusted Rate, Adjusted discount, Adjusted Total, Adjustment Total).

Activity Column

To review the large invoices with many line items: 

  1. Enter the Activity details in the filter box of the column.
  2. All the line items pertaining to a specific matter displays in the grid.
  3. This helps the user to focus on the specific groups of line items.

Project

Displays the line items with Matter name that are billed/linked against the Matter in the grid of the Invoice.  The column is provided with ascending and descending options with display name.

Reviewing Invoice Line Items

Invoice approvers can quickly filter and manage individual line items on larger invoices by using the Mark Reviewed and Mark Unreviewed buttons. These buttons act as quick filters to display which line items are All, Only Reviewed and Only unreviewed.  All invoice line items will remain in the "unreviewed" state until the invoice is put into workflow (when the post button is clicked).  The invoice is posted successfully when a new Invoice with NON-US Tax of type 'Line Item Level' is tied to the matter vendor. In the account section, separate accounts for the line item task and corresponding non-us line taxes have been created after successfully posting the invoice.

If the user is an invoice approver, line items display with All, Only Reviewed and Only unreviewed options (when in workflow) see image below. 

  1. All: Displays all the line items of the invoice.
  2. Only Reviewed: Displays all the reviewed (eye ball open) line items.
  3. Only Unreviewed: Displays all the unreviewed (eye ball closed) line items.
  4. Mark Reviewed: Changes the status of reviewed/unreviewed.
  5. Mark Unreviewed: Displays all the unreviewed (eye ball closed) line items.

 

To change the status of unreviewed to reviewed:

  • Select the required line item which contains unreviewed status.
  • Buttons above the grid are highlighted.
  • Click Mark Reviewed button.
  • The line item with Unreviewed changes to Reviewed.

To change the status of reviewed to unreviewed:

  • Select the required line item which contains reviewed status.
  • Buttons above the grid are highlighted.
  • Click Mark Unreviewed button.
  • The line item with Reviewed changes to Unreviewed.

           

NOTE: To view the Approve button, Users must be listed in the invoice workflow. 

Reject Line Items

To reject the line items, 

  1. Select the required line item(s) from the Line Items widget.
  2. Click Reject button.

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  1. A pop-up window appears.

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  1. Enter Reason for Adjustment from the drop-down list.
  2. Enter Comments to Vendor in the text field.
  3. Enter In House Comments in the text field.
  4. Click Reject.
  5. To cancel, click Cancel.

NOTE

  1. If no line items are checked or already rejected, then the system greys out the Reject line item button.
  2. The reject line item button is "available" in the following scenarios:
    • When one or more line items are selected or
    • When one or more line items are selected (with a mix of rejected and unrejected).
  3. When the user clicks on the reject button, if the line item has a mix of rejected and unrejected then the unrejected item is rejected and the already rejected line item is "skipped".

Multi-List filtering

This feature is introduced in TCE 7.0.

  1. The Interactive grid is provided with multi-list column filtering with smart-search option. 
  2. Interactive grid multi-list column filtering should filter line items that have all the comma-separated values entered in the filter criteria.
  3. When searching for values that are multi-select fields, the ',' must not be included as part of the Search String.
  4. The ',' symbol must act as a string separator for the Search criteria.
  5. The search strings which are separated by ',' must have the AND condition when searching for multiple strings. For Ex. if the user enters the search string as 'Chel, Hawks', then the grid must fetch results for all line items where the multi-select field has values of both India AND Singapore.
  6. When the text is matched to values on any line item, the matched string must be highlighted in ‘Yellow’ color.
  7. The help text on the tool-tip is displayed hovering on the search field to identify that a field has the multi-search feature.

multi-list-2.gif

Note:The search operation will be performed only when a user enters 2 or more characters. So in the instance that the user enters first 2 letters of Chelsea 'Ch', the search will be performed only for the string ‘Ch' & whatever invoices match it will be shown.

ImportantIf the user entered the third country (for example: Norway) which is no where in the list, then the user should ensure that even the entries with 'Chel, Hawks' will not be displayed.

Bulk Adjustments

To make adjustment changes in the Invoice for multiple line items:

  1. Select the multiple line items.
  2. Upon selecting multiple line items, Bulk Adjust button enables.

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  1. Click Bulk Adjust button.
  2. A Bulk Adjustment pop-window appears.

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  1. Select the Adjust (Rate/Units/Amount) from the drop-down list.
  2. Select the Adjust Type (Reduce by Amount/Reduce by Percentage).
  3. Enter Adjust amount.
  4. Enter Comments.
  5. Click Ok.
  6. The updated changes appears under the line items.

Total Rows and Counts

Users can view the total number of line items and the number of selected line items (if any) at the bottom of the invoice line item grid. 

Totals appear at the bottom of the invoice line item grid for the columns Quantity, Discount, Original Total and Adjusted Total.  When the filter is applied to the columns, the total value of the filtered rows are displayed at the bottom of the grid.    

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NOTE: The count is displayed on the grind in the following scenarios:

  • Line items with Multiple warnings – Displays the posted invoice. Individual warnings are not considered.
  • Displays when an Invoice is moved to the next stage of the approval process - Reviewed numbers apply to current users only.
  • The count is not displayed to the non-workflow users.
  • In edit mode, the number of line items, the number of selected line items, and warnings are displayed.
  • When a filter is applied, values on the top of the grid dynamically change as per the applied relevant Filters.

Interactive Search views

To view the user preference/customized columns through Interactive Search views for the Invoice to view in the Interactive grid, a user can configure the default or optional columns based on their preference from the Setup menu.

How to configure Interactive Search View?

To configure/setup the preferred columns to the Interactive grid at High Complexity,

  • Go to Setup >> Line Item >> Search View >> General >> Used For
  • Select Interactive checkbox.

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  • Click Results Display tab.

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  • Enter column name.
  • Select the options in display key ().
  • Any system and custom fields  can be added  as a column in the Result Display tab.
  • Enter the order no.
  • To add a column as default column, select the “Include by default” checkbox.  This column is displayed in Default columns list in column picker panel otherwise displays as optional column.
  • Click Save and Close

  

Note: When a user copies a Search View from an existing Search View and uses it as an interactive, the checkbox in the "Include by default" column is initially unchecked. The user must ensure that the checkbox for the column which they want in the interactive grid as default should be ticked in the “Include by default” column, otherwise there will be no column displayed in the grid as default columns and all the columns will be displayed as an optional column which users can enable from the column picker in the UI.

Important Note:

When the user makes an adjustment on the rate column, it will have two values, i.e original rate (initial rate) and net rate (new rate). If the user wants to see both the initial value and the new value, then the user needs to add two different columns in the Setup >> Go to Object Definitions >> Invoice Object >> Search Views>> Result Display. Similarly, it is also applicable for unit, amount and discount.

View the Search View

To view the user preference Search View,

  • Search Views marked as Interactive displays in the new Line Item block
  • Go to Line Items, panel in High Complexity Interactive grid.
  • Select the preferred interactive from the drop-down list.
  • The initial columns (Checkbox, Reviewed, Peek, etc.) are considered as default columns.  And Description, Warning, Adjustment History & Revert (button) remains the same and are not affected by custom fields.

  • Different search views for the interactive line items can be chosen as shown in above picture. The user can select multiple search views as per the drop down option in the front end itself.
  • Data in the grid and the widgets will be updated as per the search view selected.
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