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Accounting codes

Accounting Code Reviewers | Overview

An accounting code reviewer (ACR) is responsible for providing or confirming accounting code information for new matters and invoices. The matters and invoices for which an ACR is responsible are determined by the invoice approval routes to which they are assigned. ACRs are specified in the invoice approval route. Assigning accounting code reviewers is not required. If ACRs are not used the lead company person is responsible for accounting codes.
Example
Sally is the ACR for the invoice approval route East Coast. If East Coast is selected as the approval route for matter A, Sally is responsible for the accounting codes for matter A and all invoices posted to matter A.
Whether the invoice will be routed to an ACR is determined by several rules. The invoice is routed to the ACR for review if any of the following are true:
  • The ACR has not specified/approved the matter default allocations.
  • The ACR has set the rule for invoice review so that all invoices are routed to the ACR.
  • The ACR approved the matter defaults but they were changed by another user, or the invoice accounting codes were changed from the matter default codes during the invoice review process.

The Review Process

  1. When a new matter is created that is assigned to this approval route, the ACR receives an alert on their Action items list to provide default accounting codes for the matter. However, the ACR is not required to provide default accounting codes. ACRs see a specific alert on the Action items page specifically for managing accounting code activity. The action items alert shows how many new matters and invoices require review.
  2. If the ACR approves the default accounting codes for the matter, the codes are appended to any invoices posted to the matter.
  3. The invoice accounting codes can be changed by invoice approvers at any time during the approval process. The matter will then be routed to the ACR for review and approval.
  4. ACR can also specify whether they want to review the accounting codes for every invoice, or for just those invoices in which prior reviewers have changed allocations.
  5. The ACR then approves any invoice that is specified by the rules. For each invoice, the ACR receives an alert on their Action items page that a new invoice is ready for review.

Working with matter default accounting codes

The ACR can approve the matter default accounting codes set by the matter creator, or can specify new codes. In addition, the ACR can define a rule requiring accounting code review of every invoice posted to the matter.
The ACR must review a matter if they have not approved the accounting codes that were set when the matter was created, or if the accounting codes for the matter have been modified.
Setting the rule regarding which invoices will be routed to the ACR for review
The default rule for invoice approval is that invoices will not be routed to the ACR unless the accounting codes for the invoice have been changed so that they are different from the matter default allocations. However, the ACR can change this rule while reviewing the matter default accounting codes by selecting
Review invoice allocations for all invoices
.
Viewing a list of matters for which invoice review is required
You can view the matters for which invoice review is required by running a matters report filtered to only include matters with invoice approval routes for which you are an ACR.) If you are not a matter participant and therefore do not have the authority to access all relevant matters in your report, you must contact your Tracker Coordinator, who can generate the report for you. The name of your Tracker Coordinator is shown at the bottom of every page in Legal Tracker.
Making invoice review required for all matters
There are three ways in which an ACR can force all invoices to be routed to the ACR for review before the invoice can be finally approved:
  • The ACR never approves the matter default allocations. If an ACR never approves the matter default allocations, all invoices submitted to the matter are routed to the ACR for review. However, this is not the ideal solution because all new matters remain on your list of action items. Consider the following alternatives.
  • The ACR sets the rule for invoice review to always require invoices be routed to the ACR. This rule can be set by the ACR when approving the matter default allocations or the allocations for any invoice. To set the review rule when reviewing an invoice, access the invoice, click
    Accounting
     then scroll down to the Matter profile tax configuration and default allocations section.
  • A user who is a Matter Administrator can change the rule for invoice review to always require invoices be routed to the ACR. If the matter is not pending review by an ACR, and if there is no invoice pending the ACR review, then the only way to change this setting is on the Matter Options page. Access the matter and then from the toolbar, click Edit options. Scroll down to the Accounting Code Review Options section and select Yes.

This article applies to:

  • Product: Legal Tracker
  • Audiences: Company

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