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Task and Accounting Codes
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This article applies to:

  • Product: Legal Tracker
  • Audiences: Company

Create Custom Task Codes

Your company can define custom task codes that you can require your law firms to use with LEDES-formatted invoices.
Custom task codes use the following format:
  • Task code set name
    : a name to identify the task code set. For example, Litigation.
  • Task code set prefix
    : one to three letters that identify the task code set. For example, L for Litigation.
  • Phase
    : a single digit that combines with the code set prefix to indicate a subset. For example, L1 for Assessment.
  • Task code number
    : a two-digit identifier for a specific task within a phase.
note
Only Tracker Coordinators can create a custom task code set.
note
Before you create custom task codes, your law firms may need to modify their billing systems to incorporate custom task codes. This will require time and documentation from your company also. For example, you may want to send a list of custom task codes to your firms, so plan the transition carefully before you implement custom task codes.
To work with task codes:
  1. Select
    Settings
    in the left navigation.
  2. In the
    eBilling and Financial Setup
     section, select
    Task Codes Setup
    .
Add a Code Set
  1. On the toolbar, click
    Add Code Set
    .
  2. In the
    Prefix
     box, enter one to three letters to name the task code set. To avoid creating task code sets that use the same letter as another company's task codes or the standard UTBMS codes, we recommend that you use three letters for the prefix.
  3. In the
    Short Name
     box, type a short name for the custom code set.The short name appears on Tracker menus and LEDES invoices.
  4. Optional: Enter a long name and description of the task code set.
  5. On the toolbar, select
    Save & close
    .
Add a Task Code Phase
  1. On the toolbar menu, select Add Phase.
  2. Use the
    Task Code Se
    t dropdown to select the task code set this phase will belong to.
  3. Use the
    Task Code Phase
     dropdown to select a number for the task phase.
  4. In the
    Task Code Number
     field, enter the two digit number for the task code.
  5. In the
    Short Name
     field, enter a short name to identify the phase.
  6. In the
    Long Name
     field, enter a complete name to describe the phase. (optional)
  7. In the
    Description
    box, enter a description of the phase. (optional)
  8. On the toolbar, select
    Save & close
    .
Add a Task Code
The code set, phase, and task code digits create a complete task code; for example, ABC220. By UTBMS convention, the 00 task code is used to bill at the phase level. For example, ABC200 is the top level of the phase.
  1. On the toolbar menu, click
    Add Task Code
    .
  2. Use the
    Task Code Set
     dropdown to select the task code set this task code will belong to.
  3. Use the
    Task Phase
     list, select the phase this task code will belong to.
  4. In the
    Task Code
     box, enter two digits for the task code.
  5. In the
    Short Name
    box, enter a short name to identify the task code.
  6. Optional: Enter a long name and description for the task code.
  7. On the toolbar, select
    Save & close
    .
  8. Repeat this procedure to create the task codes for the set.
  9. Task codes are created as drafts. When you are finished creating the task codes, you must active the drafts. On the toolbar menu, select the three small dots icon, then select
    Activate Drafts
    . This option activates all draft custom task codes and the phases and code sets they belong to.
note
Activated task codes can be deactivated but not deleted, and only the short names, long names, and descriptions can be edited.
Deleting a task code set
You can deactivate any component of a custom task code set. Deactivating the only active item in any level will deactivate the level that precedes it and may deactivate the whole set.
The limit of 16 custom task code sets includes both deactivated and active code sets.
Exporting custom task code information
You can provide your participating law firms with your custom codes by exporting the list to a comma-separated values (.csv) file. You can use the .csv file as a starting point for the billing guidelines document you give to your law firms.
Required role Only Tracker Coordinators can export the list of custom task codes.
From the toolbar select the three small dots icon, then select
Export
.
Follow the instructions on your screen to open or save the Task_Code_Set_Descriptions.csv file.
note
In the .csv file, in the column labeled
Is System Defined
, True indicates that the item (code set, phase, or task code) is defined by UTBMS, and False indicates that it is or belongs to a custom code set.