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Authorizing Billing and Tax Codes Globally

From CSM Settings, there are three billing codes pages (a Task Codes page, Expense Codes page, Activity Codes page) and a Non-US Tax Codes page that allow you to authorize billing codes and non-US tax codes globally (across all vendors).

By default, when new Task Codes, Expense Codes, Activity Codes, and Non-US Tax Codes are created in TeamConnect, they are automatically authorized on CSM Settings Billing Codes pages. See Defining Global Billing Code, Vendor, and Timekeeper Settings for more information.

If you specified automatic authorization of codes for new vendors on the CSM Settings General page, then after new Collaborati vendors have been created and mapped with TeamConnect vendor contact records, the authorized CSM Settings billing codes (Task Codes, Expense Codes, Activity Codes) and CSM Settings Non-US Tax Codes will be automatically authorized for the vendor(s). At the vendor account level, there are vendor-specific billing codes and Non-US Tax Categories pages where you can customize or override any billing codes authorizations that were applied across all vendors (from the CSM Settings level Task Codes page, Expense Codes page, Activity Codes page, or Non-US Tax Codes page). See Vendor Billing Codes and Tax Codes for more information.

Tip: For billing codes authorization, you may find that it saves time to give access to a common set of billing codes from CSM Settings level pages and apply those authorization settings across all vendors. Then, for individual vendor accounts, you can handle exceptions by editing billing codes authorization (for example, by unauthorizing certain billing codes).

Authorizing Task Codes Globally

From the CSM Settings Task Codes page, you can unauthorize or authorize Task Codes that will affect vendors that may be added in the future. In addition, you can apply the list of authorized CSM Settings Task Codes globally across all current vendors (avoiding repetitious authorization of Task Codes per vendor account).

Note: This is an efficient way to give all of your vendors the same set of authorized task codes. You can handle exceptions to this set at the vendor account level if a vendor should have unique access or restriction for certain Task Codes. See Vendor Billing Codes and Tax Codes for more information.


Task Codes Page

Note: If you checked the Automatically authorize new codes box on the CSM Settings General page, all new Task or Fee Codes, Expense Codes, Activity Codes, and Non-US Tax Codes will be automatically authorized.

To specify a Total Fees task code

  1. Specify a Task Code to be used whenever an unitemized invoice is submitted, containing a line item with a Total Fees amount. Choose that task code from the drop-down labeled Selected option for Total Fees. This setting will apply globally and cannot be overridden at the vendor level.
  2. To save changes, click Save, or to cancel changes, click Cancel.

To authorize or unauthorize Task Codes

  1. From CSM Settings, click the Task Codes link from the left pane. The Task Codes page opens.
  2. Authorize a code by selecting the corresponding check box.
  3. Unauthorize a code by selecting the corresponding check box.
  4. To apply all authorized and unauthorized Task Codes from this page to all Vendors, click Apply to All Vendors.
  5. From the confirmation dialog, click OK.
  6. To save changes, click Save, or to cancel changes, click Cancel.

Authorizing Expense Codes Globally

From the CSM Settings Expense Codes page, you can unauthorize or authorize Expense Codes for future vendors. In addition, you can apply the list of authorized CSM Settings Expense Codes globally across all vendors (avoiding repetitious authorization of Expense Codes per vendor account).


Expense Codes Page

Note: If you checked the Automatically authorize new codes box on the CSM Settings General page, all new Task or Fee Codes, Expense Codes, Activity Codes, and Non-US Tax Codes will be automatically authorized.

To specify a Total Expenses code

  1. You may specify a expense code to be used whenever an non-itemized invoice is submitted, containing a line item with a Total Expenses amount. Choose that expense code from the drop-down labeled Selected option for Total Expenses.
  2. To save changes, click Save, or to cancel changes, click Cancel.

To authorize or unauthorize Expense Codes

  1. From CSM Settings, click the Expense Codes link from the left pane. The Expense Codes page opens.
  2. Authorize a code by selecting the corresponding check box.
  3. Unauthorize a code by selecting the corresponding check box.
  4. To apply all authorized and unauthorized Expense Codes from this page to all Vendors, click Apply to All Vendors.
  5. From the confirmation dialog, click OK.
  6. To save changes, click Save, or to cancel changes, click Cancel.

Note: You can authorize Expense Codes at the vendor account level if a vendor should have unique access or restriction for certain Expense Codes. See Vendor Billing Codes and Tax Codes for more information.

Authorizing Activity Codes Globally

From the CSM Settings Activity Codes page, you can manually unauthorize or authorize Activity Codes for future vendors. In addition, you can apply the list of authorized Activity Codes globally across all vendors (avoiding manual authorization of Activity Codes per vendor account).


Activity Codes Page

Note: If you checked the Automatically authorize new codes box on the CSM Settings General page, all new Task or Fee Codes, Expense Codes, Activity Codes, and Non-US Tax Codes will be automatically authorized. 

To authorize or unauthorize Activity Codes

  1. From CSM Settings, click the Activity Codes link from the left pane. The Activity Codes  page opens.
  2. Authorize a code by selecting the corresponding check box.
  3. Unauthorize a code by clearing the corresponding check box.
  4. To apply all authorized and unauthorized Activity Codes from this page to all Vendors, click Apply to All Vendors.
  5. From the confirmation dialog, click OK.
  6. To save changes, click Save, or to cancel changes, click Cancel.

Note: You can authorize Activity Codes at the vendor account level if a vendor should have unique access or restriction for certain Activity Codes. See Vendor Billing Codes and Tax Codes for more information.

Authorizing Non-US Tax Codes Globally

From the CSM Settings Non-US Tax Codes page, you can manually unauthorize or authorize Non- US Tax Codes for future vendors. In addition, you can apply the list of authorized Non-US Tax Codes globally across all vendors (avoiding manual authorization of Non-US Tax Codes per vendor account).


Non-US Tax Codes Page

Note: If you checked the Automatically authorize new codes box on the CSM Settings General page, all new Task or Fee Codes, Expense Codes, Activity Codes, and Non-US Tax Codes will be automatically authorized.

To authorize or unauthorize Non-US Tax Categories

  1. From CSM Settings, click the Non-US Tax Codes link from the left pane. The Non-US Tax Codes page opens.
  2. Authorize a code by selecting the corresponding check box.
  3. Unauthorize a code by clearing the corresponding check box.
  4. To apply all authorized and unauthorized Non-US Tax Codes from this page to all Vendors, click Apply to All Vendors.
  5. From the confirmation dialog, click OK.
  6. To save changes, click Save, or to cancel changes, click Cancel.

Tip: For Non-US Tax Codes, you may find it useful to give access to minimal Non-US Tax Codes from CSM Settings and apply those authorization settings across all vendors. Then for individual vendor accounts, you can edit Non-US Tax Codes authorization (for example, authorizing only the Non-US Tax Codes that are relevant to your vendor countries). For more information, see Vendor Billing Codes and Tax Codes.

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