Onit’s Fixed Fee by Task and Activity Code (FFTAC) application allows clients to easily limit vendors to set fees on a combination of task and activity codes to ensure the work is completed as expected.
Here, we will take you step-by-step through using the Fixed Fee by Task and Activity Code (FFTAC) application.
SETUP NOTE: An Onit implementation specialist will need to enable the Fixed Fee by Task and Activity Code feature in BillingPoint and in Onit before use.
Creating / Editing a FFTAC Template
1. Open the Fixed Fee by Task and Activity Code application on the left-hand side of your screen under Apps.
2. Click on Fixed Fee by Task and Activity Code to open the main screen.
3. Here, you’ll see any existing templates you’ve already created. You can toggle between Active and Archived templates on the right-hand side of the screen. The screen will display the Matter Count (how many matters the specific template is involved with) and the Created At time.
Note that you can click the check box next to any template and then Archive to archive the template.
Archived templates cannot be used on new matters.
4. You have two options for creating a new template: using a downloaded template (Excel) sheet to upload information or adding a new template directly to the application.
To use the download template, click on Download and then Download Blank Template to download the Excel template.
Fill out the template (as detailed below).
Click on Upload Template to upload the template to the server.
Select the file or drag and drop the file to the Upload area. Once you upload the document, you'll see the template details displayed on the screen; review the details and hit Submit to finalize or Cancel to back out.
Click on Edit next to the uploaded template to see and edit the template.
Additionally, you can Export Existing Templates to export the template as an Excel file for updating.
To create a new template directly in the application, click on Add New Template.
The Fixed Fee By Task And Activity Code — Edit Template screen will appear.
Fill out the Template Name and select the Currency from the drop-down menu.
Select the Task Code and Activity Code from the drop-down menus.
Fill in the Fixed Fee Amount and Quantity Limit.
Repeat until you've finished all your necessary entries and click Save Template to finalize.
Using FFTAC Within a Matter
1. On the Vendor Transaction to Matters (VATM) screen, select Fixed Fee by Task and Activity Code under the Fee Arrangement drop-down menu.
2. Select the Template from the drop-down menu.
NOTE: The system will validate that the template currency matches the invoice currency.
3. Fill in the rest of the information and click Save or Save and Create Budget.
4. Within the matter record, click on the Vendors tab and then the Matter / Vendor to see the FFTAC details.
Click on Billing Authorizations to see the details.
Here, you can modify the Fixed Fee Amount and the Quantity Limit. This is in case you have made a special arrangement with the vendor for a different fixed fee or quantity limit (anything outside the templated limit).
Click on Save to finalize.
In BillingPoint, the vendor will be able to see the Fixed Fees and Quantity Limits in their Billing Authorization screen.
If the vendor then submits an invoice that goes above the Fixed Fee and/or Quantity Limit, they'll receive a warning detailing the amount(s) they are over the limit and adjusting the invoice down to the prescribed limits.
You can also set up your system to issue warnings or display an error message instead of automatically adjusting the amounts.