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Financial setup

Invoicing Setup | Accounting Codes

Legal Tracker lets you allocate costs using different types of accounting codes, such as Cost Center or GL Account.  Company systems administrators specify which, if any, accounting codes are required as part of the invoice approval process.
In addition, company systems administrators can provide lookup files for each accounting code type. Users can use these lookup files to find the correct codes. Lookup files are recommended when users are generally unfamiliar with accounting codes, because they provide guidance to the structure of your accounting codes.

Setting Up the Accounting Code Types and Lookup Files

Tracker Company System Administrators specify which accounting code types are active and which are required.
To configure accounting code settings:
  1. Select
    Settings
    in the left navigation.
  2. In the
    Accounting and A/P Settings
     section, select
    Accounting Code Setup
    .
  3. If the
    Enable Additional Accounting Codes
     checkbox is available, you can check it to enable enhanced mode. Enhanced mode lets you set up a maximum of 100 allocation rows. Simple mode allows a maximum of ten allocation rows.
    note
    The switch to enhanced mode is permanent. Once enhanced mode is enabled, it is not possible to return to simple mode.
  4. For each accounting code you want to define, enter name for the accounting code in the
    Accounting code label
    field. The names you define will appear in the matter profile, invoice, report builder menus and column headings and AP Invoice Spreadsheet Format menus.
    • Names can be a maximum of 20 characters long.
    • Each name must be unique.
    • The labels/names are displayed in the matter profile, invoice, report builder menus and column headings and AP Invoice Spreadsheet Format menus.
  5. In the
    Active
    column, select the checkboxes next to the accounting code types you want to make available for use. At least one accounting code type must be active.
    Tip | To deactivate an accounting code, clear the
    Active
    checkbox next to the accounting code.
    note
    • If there are AP batch invoice spreadsheet formats that use an accounting code type not marked as Active, you will not be able to save your changes on this page. Tracker shows the AP batch invoice spreadsheet formats that need to be updated. Update the invoice spreadsheet formats to remove the inactive accounting codes, then save the changes to this page.
    • The Report Builder and AP Exchange menus allow access to both active and inactive accounting code types. However, once an accounting code type is made inactive, that accounting code type field will no longer be visible on the matter or invoice.
  6. In the
    Required
    column, check the checkbox beside the accounting code types that you want to be required. An accounting code type can only be marked as required if it is active.
    note
    Although one or more accounting code types may be required, it does not mean that accounting code allocations must be entered. It simply means that if an accounting code allocation is entered, all the required accounting code types must be filled in. If you want the accounting code allocations to be included in an AP Batch Invoice Spreadsheet format you must verify it manually.
  7. Complete the remaining information for the accounting code as necessary.
    Field Reference
    Field
    Description
    Menu
    Select
    Menu
    for accounting code types where you want to require a menu choice. If no menu choices are available, the
    Menu
    checkbox will be clear.
    Count
    This is the number of menu choices currently available.
    Last Update
    This is the date and time that the menu choices were last entered or modified.
  8. Select the
    Edit Menu Choices
     button if you want to specify accounting code types to be entered using dropdowns. When a dropdown is enabled, the user must make a menu selection, and cannot directly type-in and save an accounting code. Requiring use of menu choices eliminates entry of invalid accounting codes. Select a button to edit or delete menu choices.
  9. To add a lookup file, select
    Browse
     next to any of the accounting code file text boxes and navigate to the file location on your computer. These files can be in any format. Typical examples are text, .HTML, Microsoft Excel®, or Microsoft Word® files.
  10. On the toolbar, select
    Save & close
    .

This article applies to:

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