Before you can enter time on a Task Billing basis, you must first set up a Matter for Task Billing and you must establish Matter Task Codes for the specific matter. The Matter Task Code program allows you to perform both of these procedures.
Note: You set up Matter Task Codes only if your firm has Clients requiring task-based billing codes.
Next Steps
After you set up Matter Task Codes, you are ready to set up Entry IDs. For instructions, see the Entry ID Information chapter.
Setting Up a Matter for Task Billing
Use this procedure to set up a Matter for Task Billing.
Steps
To set up a Matter for Task Billing:
1. Select a Client and a Matter.
2. From the button bar, click Edit. The Matter record appears.
3. Click the Billing Options tab. The following screen appears.
4. If this case does not require copies of Vouchers, go to step 5. If you have identified this case as requiring copies of Vouchers to be included with invoices, select the Validate Cost with Image field. When a Voucher is entered in AP, the person is notified to put the invoice in the scanner. In the Billing module, a copy of the invoice will be printed along with the bill. For more information, see Chapters 3 and 9 of the Accounts Payable Back Office Reference Guide.
5. To the right of the Task Billing field, click Edit. The following screen appears.
6. From the Task Code Set field, select the Task Code Set you want to add.
7. Click Create Codes from Set. Click Save.
8. From the Billing Options tab, click Save and Close.
Adding a Phase-Task Code
Use this procedure to add a Phase-Task Code.
Steps
To add a Phase-Task Code:
1. From the button bar, click Tools and select Manage Codes.
2. In the Show Codes for field, select Task Sets.
3. Select a Task Code and click Edit. The Edit Task Code Set screen appears.
4. Click Add Code. The following screen appears.
5. Fill in the fields as required. For details, see “Field Descriptions – Edit Task Code Screen.”
6. Click Save or press the F10 key.
Field Descriptions – Edit Task Code Screen
The following table describes the fields.
| Field | Description |
|---|---|
| Phase | An unique Code for the Phase you are setting up. The Code can be numeric or alphanumeric. The Phase is the highest level Code in the coding hierarchy. For a litigation case, examples are Pre-Trial Pleadings and Motions or Discovery. It should represent a collection of Tasks and Activities that occur largely in sequence during the course of the Case or Matter. Typically, Timekeepers will enter their time at the Task level, but they can also enter at the Phase level. Note: You do not have to have any Codes set up at the Phase level but instead can define all Codes as Tasks. If you are not using the Phase level but only the Task level, enter the Task Code in this field. |
| Task | The Code for the Task level if you are using the Phase level and have defined the Code you are entering as a Task. Codes can be either numeric or alphanumeric. The Task Code represents more detail under the Phase level in the coding hierarchy. All Tasks can be rolled up (consolidated) into a Phase. They are intended to capture tangible work product produced or business results received. |
| Type | The type of Code you are adding. You can click the down arrow and choose either Phase or Task. |
| Used For | You can specify whether this Code will be used for Fee Entry, Expense Entry, or Both. If you specify Fees, the Code will not appear in a search (look-up) done through the Expense Entry program. If you specify Expenses, the Code will not appear in a search (look-up) done through the Fee Entry program. If you specify Both, the Code will be available in both the Fee Entry and the Expense Entry programs. |
| Activity Code Required | Indicates whether an Activity Code is required to be entered whenever this Code is used during time entry. |
| Description | A description for the Code you are adding. This description will appear on any Task Billing reports run or invoices generated. |
Editing a Phase-Task Code
Use this procedure to edit a Phase-Task Code.
Steps
To edit a Phase-Task Code:
1. From the Button Bar, click Tools and select Manage Codes.
2. In the Show Codes for field, select Task Sets.
3. Select a Task Code and click Edit. The Edit Task Code Set screen appears.
4. Select a Phase-Task Code and click Edit Code. The following screen appears.
5. Make the necessary changes. Note that you cannot change the Phase Code or the Task Code. However, all other fields can be edited. For details, see “Field Descriptions – Edit Task Code Screen.”
6. To save your changes, click OK.
Deleting a Phase-Task Code
Use this procedure to delete a Phase-Task Code.
You should not delete a Code that has already been used in fee or expense transaction entry.
Steps
To delete a Phase-Task Code:
1. From the button bar, click Tools and select Manage Codes.
2. In the Show Codes for field, select Task Sets.
3. Select a Task Code and click Edit. The Edit Task Code Set screen appears.
4. Select a Phase-Task Code and click Delete Code.
Copying Task Codes
Rather than entering all new Task Codes for each code set, Orion provides you with the option of copying Task Codes from an existing code set. Even if some of the Codes are different, you can perform a copy and then make the necessary changes to the code set.
Steps
To copy Phase-Task Codes:
1. From the button bar, click Tools and select Manage Codes.
2. In the Show Codes for field, select Task Sets.
3. Select a Task Code and click Edit. The following screen appears.
4. Click Tools and select Copy Task Code Set. The following screen appears.
5. In the New Code field, enter the new Code.
6. In the Description field, enter a description of the new Code.
7. Click OK. The new Task Code appears at the bottom of the list of existing Task Codes. The new Code contains the same Tasks as the original.
Removing a Matter from Task Billing
Use this procedure to remove a Matter from Task Billing.
Note: If a Matter is reomved from Task Billing and you select “Yes” to remove the historical data, all associated Task records will be deleted and are unrecoverable.
Steps
To remove a Matter from Task Billing:
1. Select a Client and a Matter.
2. From the button bar, click Edit. The Matter record appears.
3. Click the Billing Options tab.
4. To the right of the Task Billing field, click Edit. The Task Codes screen appears.
5. Click Remove Matter From Task Billing. The system prompts you to confirm the removal of the Matter.
6. Click Yes if you want to remove the Matter or No if you want it to remain in Task Billing. The system asks if you want to remove the historical task data.
7. Click Yes if you want to remove the data, No if you want to keep it, or Cancel to cancel the removal.