Go to the Vendors menu from the left-side navigation bar to view all outside counsel or firms added by your organization. The top of the page shows metrics for quick reference, such as the total number of vendor records and how many are assigned to matters.
Note: These User Guides will be updated as more features are added and revised. Check in frequently for more information.
From the list view, you can do the following:
- See general information about vendors and sort/filter the list view
- Open individual vendor records to see associated matters, pending matters, and other details
- Add a new vendor record
- Export the default or filtered list view as a spreadsheet
- Take quick actions for individual vendors or apply bulk actions
Sorting & Filtering the Vendor List
By default, all active and inactive vendors are displayed. Use the tabs above the list to quickly filter the list to show only active or inactive vendors. The table displays the following default columns of information for each vendor:
- Name/ID: System-generated ID assigned when the vendor was created; click on the hyperlinked ID to see more details.
- Vendor Name: Name entered for the vendor; click on the name to open their record.
- Entities Billed: Name of the default Legal Entity associated with the vendor, if assigned.
- Contact Name: First and last name of the vendor’s designated point of contact. This contact typically receives default email communications regarding billing.
- Vendor Manager: First and last name of the internal user assigned as the vendor’s main point of contact.
- Status: Whether the vendor is Active or Inactive.
- TK Validation: If the Timekeeper Rate Validation setting is enabled, this displays Yes if it is turned on for the specific vendor. Click here for more information.
- BillingPoint: Displays Yes if at least one person from the firm has BillingPoint access to bill for work on legal matters.
- Actions: Displays … (more) menu with options to Activate/Inactivate and Edit Vendor Manager.
You can re-sort the list in ascending or descending order by clicking on any column name. By default, the list is sorted by vendor name in alphabetical order. You can further customize this view by using the filters above the table.
Additionally, you can use the Search field above the list to find vendors that match specific keywords, such as a firm name or Vendor Manager name. The list filters as you type.
Exporting Vendor List
Click Download Data above the table to export the current view of your vendor list as an Excel file (includes any applied filters or sorting). The file includes the following information: ID, Vendor Name, Entities Billed, Contact Name, Vendor Manager, Status, TK Validation (i.e., Yes or No), BillingPoint (i.e., Yes or No), and a link to each vendor's details page in Unity eBilling.
Quick Actions for Individual Vendors
From the list view, click the ... (more) menu under the Actions column for an individual vendor and select one of the following: Inactivate/Activate or Edit Vendor Manager.
A Vendor Manager is an internal user assigned as the firm's main point of contact. Select a user from the list and click Save.
Applying Bulk Actions to Vendors
You can apply the same changes across vendors, such as deactivating/activating or modifying settings for multiple firms by selecting boxes for one or more vendors and clicking Bulk Actions above the list.
Choosing Activate or Inactivate for the selected vendors requires confirmation. Click Yes to continue.
The Edit window allows for the following bulk updates depending on settings in your environment:
- Vendor Manager: Assign all selected vendors to the same internal Vendor Manager or choose None to remove all assigned Vendor Managers from selected vendors.
- TK Validation: Set to YES or NO for all selected vendors.
- Accruals: Set to YES or NO for all selected vendors.
- Require Invoice PDF: Set to YES or NO for all selected vendors.
- BillingPoint: Set to YES or NO for all selected vendors.
- Diversity Data Collection: Set to YES or NO for all selected vendors.
Click Update in the bottom-right corner to apply your changes across the selected vendors.
Which fields appear in the window depend on the features and other settings enabled at the system level. For example, if Timekeeper Rate Validation is not turned on in your environment, the TK Validation option will not appear in this window.
Vendors can only be deleted if there are no associated matters or invoices in the record. Before continuing, we recommend checking the Invoices and Matters tabs for any pending items. Click here for more information on navigating a vendor record.
Choosing Delete from the Bulk Actions menu requires confirmation. Click Yes to continue.
