Accounting codes

Accounting Codes Overview

When a matter is created, the matter creator has the option to assign default accounting code allocations. Default accounting codes are not required. However, if default accounting codes are not specified in a matter when it is created, the accounting codes must be provided for the invoice before it can be finally approved. If default accounting codes are specified in a matter, any invoice posted to that matter is assigned the default accounting codes. Accounting codes can be modified during invoice approval. Invoices can be allocated to multiple accounting codes.
During system setup, your company's Tracker Coordinator specifies which accounting codes are required as part of the invoice approval process. If you have any questions about the types of accounting codes your company uses, contact your Tracker Coordinator.
Accounting codes fall into two main categories:
Simple: Simple mode allows you to allocate three different types of accounting codes and a maximum of ten allocation rows for use in matters and invoices. Simple mode supports three accounting code field labels: Cost Center, GL Account, and Other AP Code. In simple mode, you can allocate as many as ten accounting code splits on a matter or invoice.
Enhanced: Enhanced accounting code mode allows you to allocate a maximum of ten different types of accounting codes and a maximum of 100 allocation rows. You can allocate a maximum of 100 accounting code splits on a matter or invoice. All accounting code type field names are configurable. Enhanced mode is enabled in the system settings when the accounting codes are set up (
Settings
>
Accounting and A/P Settings
 section >
Accounting Code Setup
).

Accounting codes in the matter profiles

Accounting codes can be split across multiple different accounting code strings. When entering accounting codes in the Matter Profile, your only option is allocating the invoice to different codes by percent. For example, you can allocate 50% of the invoice amount to Cost Center number 1 and 50% of the invoice amount to Cost Center number 4. The accounting code allocations must add up to 100%.

Accounting codes on the Accounting tab

If you enter accounting codes on the invoice
Accounting
 tab, you can also allocate a specific amount to the accounting code.

Responsibility for specifying accounting codes

The person responsible for the accounting codes is indicated in the approval route assigned to the matter. Either an accounting code reviewer (ACR) or the lead company person for the matter is responsible.
If the approval route specifies an ACR, the ACR is responsible for providing the default accounting code allocation for the matter after the matter has been set up. The ACRs receive an alert on their Action items page to notify them that a new matter has been set up. The ACR is also responsible for providing the accounting codes for any invoice in cases where the invoice accounting codes have been changed from the matter default codes, or the matter default accounting codes have not been specified.
Tip | To find out whether an ACR has been specified for a particular route, contact your Tracker Coordinator.
If no ACR has been specified in the approval route assigned to the matter, the lead company person is responsible. The lead company person cannot approve the invoice until the accounting codes have been specified. The lead company person can either specify the accounting codes when the matter is created or when the first invoice is submitted.

Accounting Code Lookup Files

Company system administrators can attach a lookup file for each of the accounting codes that need to be completed for your company's invoices. These files can be in any format. Company system administrators configure lookup files on the Accounting Codes setup page (
Settings
>
Accounting and A/P Settings
 section >
Accounting Code Setup
).
To access the lookup file, users can select
download
 to the right of the accounting code label on the invoice
Accounting
tab. The file is downloaded to the computer's Downloads folder.

Related content

This article applies to:

  • Product: Legal Tracker
  • Audiences: Company