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Handling Non-U.S. Tax and International Invoicing Fields

Collaborati allows your vendors to upload invoicing files in file formats:

  • LEDES1998B file format, which was originally intended for domestic U.S. invoicing.
  • LEDES1998BI file format, which has all of the fields of LEDES1998B, and many more fields that are related to international taxation, client profile, and vendor profile.
  • LEDES2000 file format, which supports the XML format.
  • LEDES XML 2.0 file format.
  • LEDES XML 2.1 file format.

Vendors can also create and edit invoices manually in Collaborati, using the Collaborati web pages designed for that purpose. They can create invoices with information equivalent to their selected LEDES format.

These formats are described in detail in the Collaborati online help file.

CSM automatically imports information contained in the LEDES1998B format into TeamConnect. The additional fields of the LEDES1998BI format are not imported automatically by CSM. But there are configuration options and procedures, performed by both you and your vendors, that will allow you to receive and use the additional fields. Configuring Collaborati to Use Additional LEDES Fields describes those options and procedures.

Handling Non-U.S. Tax and International Invoicing Fields

Your vendors can send non-U.S. tax information through all LEDES formats. In this case, CSM will capture the non-U.S. tax information automatically.

To accomplish this:

  • Be sure that you have authorized the appropriate non-U.S. tax categories, as described in Authorizing Non-US Tax Codes Globally.
  • Tell your vendors to follow the procedures described in the How do I upload LEDES files with Non-US Taxes (VAT, GST)? section of their Collaborati online help file.

The following LEDES formats can also include non-U.S. taxes at the line item level:

  • LEDES1998B
  • LEDES XML 2.0
  • LEDES XML 2.1

Configuring Collaborati to Use Additional LEDES Fields

Currently, Collaborati does not pass any of the client profile or vendor profile information along with invoices to TeamConnect. LEDES1998BI V2, LEDES2000, LEDES XML 2.0, and LEDES XML 2.1 formats include additional data fields, such as client tax ID, name, and location, and vendor tax ID, name, and location, with each invoice line item.

If your department has complex business requirements related to VAT collection and verification, you may need to store this information as part of the original invoice coming from Collaborati.

If so, you can configure the Invoice Detail Settings page of CSM Settings to specify which fields on your TeamConnect invoice would store these additional values.

You can also define and configure extended custom fields that you want to support on incoming Collaborati LEDES XML invoices. When you configure extended custom fields, vendors can enter data in the @EXTEND_HEADER and @EXTEND_DATA segments.

To configure Collaborati to use invoice fields

  1. From CSM Settings, click the Invoice Detail Settings link from the left pane.
  2. Select the Store Additional Collaborati invoice information on the system invoice record check box.
  3. Specify the Information data you want to map by selecting the corresponding Store check box. For a list of the supported additional LEDES1998 BI fields that are available in the Information column, see Supported Additional Fields.
  4. From the Invoice Field Name drop-down list, select the custom field in the TeamConnect invoice that you want to map to the corresponding Collaborati field. Selected fields must be of the same datatype.
  5. Click a save option.

Notes:

  • The drop-down lists in step 4 only show the current custom fields of the same datatype found under the Root invoice category.
  • A TeamConnect invoice custom field can be mapped to only one Collaborati field, including mappings made here and on the Payments tab.
  • At least one field must be enabled to allow mapping. You enable a field by checking its box in the Store column.
  • You cannot map to a TeamConnect invoice field that has a default value defined.

To configure Collaborati to use extended custom fields

  1. From CSM Settings, click the Invoice Detail Settings link from the left pane.
  2. Click Edit.
  3. In the Extended Information field, enter the extended custom field name that you want to map.
  4. In the Invoice Field Name field, select the custom field in the TeamConnect invoice that you want to map to the corresponding Collaborati field. This list contains custom fields of type text/memo under the Invoice root category in TeamConnect.
  5. Click the Store check-box.
  6. Click Add.
  7. Repeat steps 3–6 for each custom field that you want to map.
  8. When you are done, select a save option.

To delete extended field mappings

Select the check-box for the mapping that you want to delete, and then click Remove. The selected fields are from this view.

To edit extended field mappings

In the Action column, click the edit icon. The current information appears above in the Extended Information and Invoice Field Name fields. Edit as necessary, and then click OK.

To copy an extended field mapping

In the Action column, click the copy icon. The current mapping details appear above in the Extended Information and Invoice Field Name fields. Change the information, click Add, and then select a save option.

Note: If you use the copy function, you must change the information. The system will not accept duplicate field information.

Supported Additional Fields

You can specify the following fields from the Information column to map to fields in LEDES invoice files:

Supported Fields on the Invoice Detail Settings Page

Information Column

LEDES1998BI Fields

LEDES2000 Fields

LEDES XML 2.0

Fields

LEDES XML 2.1

Fields

Account Type

ACCOUNT_TYPE

--

--

@matter.account_ type

Client Address 1

CLIENT_ADDRESS_1

@address_info.address_1

@cl_address.address_1

@cl_address.address_1

Client Address 2

CLIENT_ADDRESS_2

@address_info.address_2

@cl_address.address_2

@cl_address.address_2

Client City

CLIENT_CITY

@address_info.city

@cl_address.city

@cl_address.city

Client Country

CLIENT_COUNTRY

@address_info.country

@cl_address.coun try

@cl_address.country

Client Name

CLIENT_NAME

@client.cl_name

@client.cl_name

@client.cl_name

Client PostCode

CLIENT_POSTCODE

@address_info.zip_ postal_code

@cl_address.zip_ postal_code

@cl_address.zip_ postal_code

Client State or Region

CLIENT_STATEorREGION

@address_info.state_province

@cl_address.state_province

@cl_address.state_province

Client Tax Id

CLIENT_TAX_ID

@client.cl_tax_id

@client.cl_tax_id

@client.cl_tax_id

Entity Billed

--

--

--

@invoice.bill_to_cl_name

Final Invoices?

--

--

@matter.matter_final_bill

@matter.matter_final_bill

Invoice Net Total

INVOICE_NET_TOTAL

--

--

--

Invoice Reported Tax Total

INVOICE_REPORTED_
TAX_TOTAL

--

@invoice.inv_total_tax_other_iso

@invoice.inv_total_ tax_other_iso

Invoice Tax Total

INVOICE_TAX_TOTAL

--

@invoice.inv_total_tax

@invoice.inv_total_ tax

Law Firm Address 1

LAW_FIRM_ADDRESS_1

@address_info.address_1

@lf_address.address_1

@lf_address.address_1

Law Firm Address 2

LAW_FIRM_ADDRESS_2

@address_info.address_2

@lf_address.address_2

@lf_address.address_2

Law Firm City

LAW_FIRM_CITY

@address_info.city

@lf_address.city

@lf_address.city

Law Firm Country

LAW_FIRM_COUNTRY

@address_info.country

@lf_address.count ry

@lf_address.country

Law Firm Name

LAW_FIRM_NAME

@firm.lf_name

@firm.lf_name

@firm.lf_name

Law Firm PostCode

LAW_FIRM_POSTCODE

@address_info.zip_ postal_code

@lf_address.zip_postal_code

@lf_address.zip_postal_code

Law Firm State or Region

LAW_FIRM_STATEorREGION

@address_info.state_province

@lf_address.state_province

@lf_address.state_province

Matter Name

MATTER_NAME

@matter.matter_name

@matter.matter_name

@matter.matter_name

PO Number

PO_NUMBER

--

--

@matter.po_number

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