A vendor record captures/stores details about law firms and/or outside counsel that are working on your legal matters. In addition to general information, the vendor record is used to access other associated records (e.g., invoices and matters) and assign invoice reviewers.
Note: These User Guides will be updated as more features are added and revised. Check in frequently for more information.
To open a vendor record, go to Vendors and click on the hyperlinked name/ID from the list page.
Each record is separated into the following:
General
The General tab is separated into two parts to capture/store general details (Attributes) and track changes and other activity on the vendor record (Activity Log).
Depending on system settings, most attributes and other settings can only be set or modified by Admins.
Attributes
Some fields may not appear to all users and depend on system-level settings and other configurations. To update an attribute, hover over the value and click the edit icon. Click outside the field to save your changes.
Activity Log
Click View all in the bottom-right corner of the Activity Log to see an expanded view of changes, modifications, and other activities. This includes the user's name and the date/time an activity was recorded.
Invoices
The Invoices tab shows all invoices submitted by the specific vendor to date across all assigned matters. Invoices in all statuses are shown. From here, you can click on the hyperlinked Invoice Number to go to the invoice record or click the ... (more) option under the Actions column to take quick action directly from this view, such as approving/rejecting the invoice or putting it on hold (if applicable).
Matters
This section displays any matters the vendor is assigned to that are in Open status. For instructions on how to assign a vendor to a new matter, click here.
Timekeepers
The Timekeepers displays any timekeepers who have been submitted for invoicing purposes. Timekeepers are people from outside firms who complete billable work for your organization's legal matters. From here, you can click on a timekeeper's hyperlinked name to see their profile, including general information (e.g., classification, location, etc.) and all pending, approved, and rejected rates.
Roles
The Roles tab is used to assign internal contacts or external vendor contacts for informational purposes. For example, adding billing or accruals submission contacts from the firm can be useful for reporting or other tracking needs. To add a contact, click Add Role in the top-right corner, fill in the requested details on the form (e.g., contact name and labels), and then click Save.
Reviewers
The Reviewers tab is used to assign users who will be part of the review cycle for all invoices submitted by this vendor to determine whether the invoices will be approved for payment, adjusted, or rejected. They will be automatically assigned to invoices if the built-in invoice review rules for vendors are enabled at the system level.
When assigning invoice reviewers, you have the option to set one level of review or multiple levels of review depending on your billing guidelines and needs. Follow the steps below to start assigning reviewers.
1. Click + Add Reviewer in the top-right corner.
2. Select All of (default) OR Any of at the top of the window.
- All of means that all assigned reviewers must approve a submitted invoice for the invoice review cycle to move onto the next level of reviewers (if applicable) or end.
- Any of means that only one of the assigned reviewers needs to approve a submitted invoice for the invoice review cycle to move onto the next level of reviewers (if applicable) or end.
3. Select one or multiple internal users by browsing or searching the list.
4. Click Apply and then click Save.
Once you save the reviewer(s) to the vendor record, this means that there is one level of invoice review for submitted invoices. For example, if you select two reviewers and set the level to Any of, the review cycle will end when either one of the reviewers approves the invoice.
To add a second level of reviewers, repeat steps 1 through 4 above. From the Reviewers tab, you can click on a level to expand and view the users assigned to review incoming invoices.
To remove a level, click the ... (more) option under the Actions column and select Delete. Click Yes when prompted to confirm.