Set MitraCode rules

The rule can be configured to recommend, adjust or reject on line item as per configuration. Eg:   

• Select Type : Fees/Expense
• Select MitraCode: Manage Data/ Files
• Select Action on Line Item: Recommend
• Select Percentage: 10%
• Enable the rule

Note: The new validation rule allows multiple lines with the same MitraCode. It needs to be a unique combination of type, code, and filter now to trigger the validation.

MitraCode rule Considerations:

Updated MitraCode rules enable clients to further customize their billing rule logic according to their company's billing guidelines. This new filter field allows clients to define multiple actions for the same MitraCode to fire based on different line item conditions. Make sure filter conditions are unique when setting up this logic to avoid having multiple rules fire simultaneously.

Example rule set:

This set of rules has a potential for overlapping rule conditions. Whenever a Fee line item gets categorized as Travel, and the Invoice Total ends up being over 1000, then both the  MitraCode rules will trigger and run, because of that the condition returns true for both.

In order to avoid such scenarios, Conditions must be clear, and exclusive of one another as in the following example:

Note: Lookup items have a name length limitation, so longer condition names are abbreviated.

For this set of rules, the conditions are set such that they are fired exclusively from each other as follows:

• If the invoice total is between 500 and 1000, or equal to 1000, then rule 2 will fire.
• If the invoice total is greater than 1000, then rule 1 will fire. 
• If the invoice total is less than or equal to 500 then no rules will fire.

It is recommended to use condition names clearly and concisely (due to the 50 character limit for dropdown list items) to represent the filter operations, in order to make the MitraCode Rules screen more user readable.

Edit MitraCode rules 

If you are logging for the first time, click the pen icon next to the rules header and then click the pen icon for each line item to edit the rule.

Modifications can be made to the field items. Here are the list of fields in the Billing Block:

Field	Mandatory/ Optional	Field Type	Details
Type	Mandatory	Text - Custom field.	The drop down gives the list of Billing Types available
Mitracode	Mandatory	Text - Custom field.	The drop down gives the MitraCodes available for the respective Billing Type.
Action on Line item	Mandatory	Text - Custom field.	The drop down gives the list of actions available
Percentage to adjust	Optional	Value - Custom field	This will show up, if the Action on line item field is chosen as Recommend
Filter	Optional	Text - Custom field.	Conditions functionality from the Invoice object→ Setup. The drop down gives the list of conditions available
Enabled	Optional	Check-box (Default:  Enabled)	This is an existing field but will need to be displayed in the CJB
Adjustment Reason	Optional	Text - Custom field.	System Lookup table (Adjustment Reason Codes)
Comment to Vendor	Optional	Memo-text field.	This is the default text for comments used for Adjustments
In-house Comments	Optional	Memo-text field	text for comments used for Adjustments

And click Add and then click ‘Save & Close’ or ‘Save & view’.

We have also added an option adjustment type to set the amount to specific value with the following options, By percentage or To Amount.

In case of Action on line item is Adjust and the Adjustment Type is  By Percentage

In case of Action on line item is Adjust and the Adjustment Type is  To Amount


In case of Action on line item is Recommend and the Adjustment Type is  By Percentage



In case of Action on line item is Recommend and the Adjustment Type is To Amount.

There are validation rules that prevent By Percentage rules from having values of more than 100. And the Recommendation messages for Adjust, To Amount actions reflects the new type of adjustment.

The To Amount adjustments, accounts for currency conversions. The rule definition is set to be in the system default currency. If an invoice uses a different currency, the adjustment amount is converted from the system currency to the invoice currency.

Filtering between Fee and Expense related MitraCodes

Select Type as Fee for the Fee related MitraCodes and Expense for Expense related MitraCodes. This allows the user not to have duplicate selection. MitraCodes will be available only for the selected Type.

Type = Fees:

Type = Expenses:

Example case - The billing policy won’t pay for research related expenses, but pays for the time the attorney spends doing research. This needs to be flagged.

Example case: MitraCode list is split by categorizations for Expenses and Fees. If a Fee type MitraCode is set for a rule with type for Expense, no results will be returned.

Type Expense is Selected.

Type Fee is selected.

Conditions functionality in the filter field: 

Filter is the custom condition which is created on the line item object. This feature allows the user to add conditions to the filter field of MitraCode rules along with other fields available.

For more information about creating conditions, please refer to this link.

Client specific text field: 

In the MitraCode rule, there is a field for custom messages. This memo text field allows the user to comment for the adjustment reasons. When a rule to adjust is applied, the Standard Reason Text will be applied as the comment to Requestor.

The fields Adjustment Reason, Comment to vendor and In-House Comment will appear on the right side, if the action on line item is selected as Reject or Adjust.

Action on Line Item: In the  MitraCode rules screen, In the Action on Line Item field you can choose between Recommend, Adjust and Recommend. 

Case 1: if you set the Action on Line item as Recommend, you’ll get to see  fields ‘Adjustment Type and Adjustment Percentage / Amount’ , where you can enter the required value.

Case 2: if you set the Action on Line item as Reject, you won't see the  fields ‘Adjustment Type and Adjustment Percentage / Amount’  , it will be hidden.

Note: Toggling the Action field to Adjust or Reject will populate a default adjustment reason and comment to the vendor. Existing rules that are Adjust or Reject will have those fields auto-populated on their first edit, if they are null. If there are existing values, those will be kept.

Adjustment reasons are auto populated with InvoiceIQ. The ‘Select’ (null) option won't be present in the list, requiring the user to choose an adjustment reason.

Comment to vendor would be auto-populated with the appropriate default message per action, unless a value already exists for that entry. Clients can change the default messages in InvoiceIQ object's custom messages tab in Setup. 

Example: Reject

Adjust

• The rule page throws a validation error if any rule does not comply with the above, including existing rules.
• Asterisks are added to all required fields, even if they are only required by rule conditions. Example: Percentage to Adjust, Adjustment Reason and Comment to Vendor.

Remove MitraCode rules - 

Mark the checkbox to select the line item and click one of the following options:

• Remove- To remove the line item, if it is no more relevant
• Enable - To enable the line item, if it is disabled.
• Disable - To disable the line item, if it is enabled.

And then click ‘Save & Close’ or ‘Save & view’.

How to add insights and Recommendations:

1. Go to Teamconnect portal → setup
2. In the new popup window, Go to Object definitions → click Line Item under Invoices.
   
3. Click the Search view tab  and select Interactive line items.
   
4. From the Results Display tab , add or modify the Insights or Recommendations.
   
5. Go to Object definitions → click Line Item under Invoices.
   
6. Click the Object views tab  and select Line Item / Dispute and Transaction Invoice.
   
7. You can add or modify Interactive line Item block from there. You can also see other line item blocks there.
   

For TeamConnect 6.3.5 environments, It will be necessary to have an additional script run in order for the Insights and Recommendations to be displayed on the invoice line items.  If the environment is hosted, work with Support for the following scripts to be applied to the environment. 

update y_obj_search_display set interactive_grid_style = 'color: #f68c2b' where display_key = 'Detail_LNI$__DetailTextValue_MLActionReccomended';

update y_obj_search_display set interactive_grid_style = 'color: #f68c2b' where display_key = 'Detail_LNI$__DetailTextValue_MLInsights';

As with all database scripts these should be applied to non-production environments before they are applied to production environments.