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Defining Global Billing Code, Vendor, and Timekeeper Settings

The General page of CSM Settings allows configuration of settings that affect all Billing Codes, all Vendors, and all Timekeepers.

For Billing Codes, you can select whether to automatically authorize new Billing Codes (including Task Codes, Expense Codes, Activity Codes, Non-US Tax Codes).

For Vendors, you can select:

  • Whether to automatically update TeamConnect contact records with the latest Collaborati vendor information.
  • Whether to automatically activate vendors after authorization.

For Timekeepers, you can select:

  • Whether to automatically create new TeamConnect contact records with Collaborati timekeeper information.
  • Whether to automatically update TeamConnect contact records with the latest Collaborati timekeeper information.
  • Whether to allow Timekeepers to be associated with invoice expense line items.
  • Which Timekeeper categories to authorize invoice charges for.
  • Which Timekeeper categories to maintain individual contact records for.


CSM Settings General Page

To define global Billing Code, Vendor, and Timekeeper settings

  1. From CSM Settings, click General from the left pane. Then click Edit. You can update the fields as described below.
  2. Under the Code Settings section, Automatically authorize new codes—Indicates whether new TeamConnect global billing codes (Task Codes, Expense Codes, Activity Codes, and Non-US Tax Codes) will be automatically authorized. By default, this check box is selected.
    To disable automatic authorization, clear the Automatically authorize new codes check box. Afterward, you can manually authorize codes individually from the CSM Settings Task Codes page, Expense Codes page, Activity Codes page, or Non-US Tax Categories page.
  3. Under the Vendor Settings section, set up configuration for all vendors, including:
    • Automatically update contact records with latest Collaborati vendor informationIndicates whether a vendor's TeamConnect contact record will be automatically updated with changes in the Collaborati vendor account. By default, this check box is selected.
    • Automatically activate vendors after authorizationIndicates whether vendors are activated after authorization in CSM Settings. By default, this check box is selected.
      To disable automatic vendor activation, clear the Automatically activate vendors after authorization check box. Afterwards, you can manually activate vendors.
  4. Under the Timekeepers section, the Timekeeper Category table lists standard Timekeeper classification categories. Each timekeeper in Collaborati will be associated with one of these categories. Review the list of Timekeeper Categories defined by the system.
    • Authorize Invoice ChargesFor each Timekeeper category, indicates whether timekeeper charges on invoices will be authorized.
      You can prevent automatic authorization of timekeepers of specific categories by clearing the Authorize Invoice Charges check box for the timekeeper category. The following should apply:
      You will not allow any vendors to submit charges for certain timekeeper categories.
    • Maintain Contact RecordsIndicates whether individual TeamConnect contact records will be maintained for timekeepers of a particular category. By default, individual contact records are maintained for the Partner, Paralegal, and Associate categories only (or this check box is selected for the Partner, Paralegal, and Associate categories).
      You can indicate that you do not want to create and maintain individual contact records for timekeepers in any classification category by clearing the corresponding Timekeepers are to be maintained in TeamConnect as individual contact records check box.
      For example, if you allow charges for timekeepers in the classification "Other timekeeper" (for timekeepers who do not fit under the existing timekeeper classifications), however you do not want to create and maintain a contact card for each of them. In this case, all of the timekeepers in this classification will be automatically mapped to the "Other" timekeeper contact card (per vendor record).
  5.  Also under the Timekeepers section, set up global configuration for timekeepers, including:
    • Automatically create new contact records with Collaborati timekeeper informationIndicates whether new TeamConnect contact records are automatically created for Collaborati Timekeeper accounts. By default, this check box is cleared.
    • Automatically update contact records with latest Collaborati timekeeper informationIndicates whether TeamConnect contact records will be automatically updated with the latest Collaborati Timekeeper account information.
      These apply only to Timekeepers maintained as individual contacts. If you choose not to maintain some timekeeper categories as individual contacts, TeamConnect will use the default contact listed in the vendor contact card, which will not be updated with name or other information changes.
    •  Timekeeper IDs are saved in contact records underUse this field only if the Automatically create new contact records with Collaborati timekeeper information check box is selected. The selected drop-down list option indicates which contact field (Employee ID, State Driver's License, or Social Security Number) maps to the Collaborati Timekeeper ID field. If this check box is selected, the existing Collaborati Timekeeper ID value will auto-populate the selected contact record field.
    • Ignore Timekeepers on Invoice Expense Line ItemsIndicates whether vendors will be able to associate timekeepers with invoice expense line items. By default, this check box is cleared, meaning Timekeepers can be associated with invoice expense line items.
      If the check box is selected, any timekeeper information that vendors may associate with invoice expense line items won't be passed to TeamConnect, resulting in timekeeper information being empty in expense line items in invoices that come from Collaborati.
  6. Under the Appeals Invoicing section, Allow appeals invoicing—Indicates whether vendors are allowed to appeal invoices. By default, this check-box is not selected. When this check-box is selected, Appeals Invoices will be enabled for all vendors. Appeals Invoices can be disabled on a per-vendor basis in the vendor record.
  7. Click Save.

Tips:

  • The matching algorithm in the New Timekeeper Authorization Wizard will use timekeepers' name, phone number, email address, and company (Vendor Profile Name) values for matching against your existing contacts.
  • For clients who already have some timekeepers that need mapping with vendors' timekeepers information from Collaborati, it is recommended to leave Automatically create new contact records with Collaborati timekeeper information cleared, map the timekeepers, and then come back and select this option so that your vendors' newly added timekeepers will be automatically added. Please see Authorizing or Unauthorizing Timekeepers for help with this process.

The following table displays the default settings for the Timekeeper Category table on the CSM Settings, General page.

Timekeeper Category Table Settings (General Page)

Timekeeper Category

Authorize Invoice Charges (X-enabled)

Maintain Contact Records (X-enabled)

Partner

X

X

Paralegal

X

X

Associate

X

X

Of Counsel

X

 

Legal Assistant

X

 

Secretary or Clerk

X

 

Summer Intern

X

 

Non-Legal Professional

X

 

Other Timekeeper

X

 
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