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Uploading payment information

Companies can use the AP Reverse Feed feature to upload invoice payment information into Tracker. This has three benefits:
  1. Legal vendors can log in to their Tracker systems and check payment status.
  2. By updating the exchange rates in Tracker for foreign currency invoices, law departments can much more easily reconcile spending amounts in Tracker compared to their AP systems.
  3. Reports can be built and shared using this payment information as needed with company or vendor personnel.
You can use the Tracker interface or the Web Service.
Company System Administrators can upload the following payment information into Tracker:
  • Check/Wire Number: Corresponds to the
    PAYMENT_NUMBER
     field in the file specification and populates the
    Check/Wire No
    . field on the
    Invoice Profile
     tab in a Tracker matter.
  • Date of Check/Wire
    : Corresponds to the
    PAYMENT_DATE
     field in the file specification and populates the
    Inv. Paid
     field on the
    Invoice Profile
     tab in a Tracker matter. The date format must be specified.
  • Payment Status
    : This is a text field with a 50 character limit. Usually, the company enters Paid in Full or something similar.
  • Payment Comment
    : This is a text field with a 250 character limit and is often used to communicate method of payment or similar notes to subsequent viewers or auditors.
  • Invoice Currency Conversion Rate
The payment status is displayed in the invoice header of the invoice and invoice profile for both firm and company users. Firm users can see complete information by exporting the invoice data. You cannot upload any payment information until the invoice has been fully approved and included in an AP Batch.
note
If you send multiple files for a single invoice, the data will be completely re-written each time. This occurs even if you send only select columns of data the second time; the columns of data that you don't send will be wiped out.

Uploading Payment Information from the AP Exchange Sub-Menu

When you upload payment information from the AP Batches & Reverse Feeds page, you use a specially formatted file. The file can be a .csv (comma-separated value) file, tab-delimited text file, or pipe-delimited text file. The advantage to using this method is that you can bulk upload payment data for multiple invoices at once.
Required role | Only Company System Administrators can use AP Reverse Feed feature to upload payment information into Tracker. The upload file must be properly formatted file with payment details.
  1. Click
    Financial
    >
    AP Exchange
     in the left navigation. The AP Batches & Reverse Feeds page opens.
  2. Scroll to the
    Upload Payment Data (AP Reverse Feed)
     collapsible section and select the type of file you want to upload.
  3. Use the Date Format drop-down to select the date format used in the file.
  4. Click
    Browse
    to search for and attach the AP Reverse Feed file.
  5. Click
    Upload
    .

Uploading Payment Information from the Invoice Accounting Tab

You can upload payment information for an individual invoice from the invoice's
Accounting
tab. Any company user with matter editor or matter administrator access to the matter to which the invoice was posted can enter payment information.
Any company user with matter editor or matter administrator access to the matter to which the invoice was posted can enter payment information.
  1. Select
    Financial
    >
    Invoice review
    .
  2. Open the invoice and select the
    Accounting
    tab.
  3. Enter the payment information.
  4. If you need to change the exchange rate, scroll down to the
    Other Invoice Accounting Details
     section, and type a new conversion rate. If the new currency conversion rate differs from the original rate by more than 20%, then you will receive an error message, but the new rate will still be saved in Tracker unless you go back and change it.
  5. On the toolbar, select
    Save & close
    .

Uploading Payment Information Using the Tracker AP Data Exchange Web Service

If your company is using Web Services for automated transfer of AP Batches, then you may also want to use Web Services to upload payment information automatically. You should work with your IT and AP departments to determine whether Web Services is the method you want to use for uploading payment information.

Viewing Payment Information

Payment status appears in the header section of the invoice on the
Invoice
and
Accounting
tabs.
Company users can also see the check/wire number, payment date, and comments by clicking the Inv. Accounting tab of the invoices. Only Company System Administrators can edit these fields.
Law firm users can see the payment status in the header section of the invoice. In addition, law firm users can run the Extended Data Export of the Invoices report to see complete payment information.

This article applies to:

  • PRODUCT: Legal Tracker
  • Subject: Billing,Invoices
  • Audiences: Company