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Defining Default Currency, Invoice Format, and Tax Type Requirements

Legal Tracker lets companies specify which currencies firms can use on invoices, whether the firms can use invoice formats other than LEDES, and what tax types the firm may include in their invoices. Companies can prevent firms from posting LEDES invoices that do not have a valid Tracker tax type. These requirements can be configured at the system level so they apply to all firms, or at the firm profile level to apply to selected firms.
note
This topic explains how to set up currency, invoice format, and tax type requirements at the system level.
Required role | Company System Administrators
The default allowed invoice format, currency settings, and tax types for your firms are defined at the system level. These settings apply to firms and firm offices unless they are changed for individual firms.
  • Firm profiles inherit the company setting, but companies can edit the firm office profile to change it.
  • Firm offices inherit the firm profile setting, but companies can edit the firm or office profile to change it.
Before you change these settings:
  • Notify firms well in advance so they are prepared to submit invoices in the currencies and formats you accept.
  • Evaluate the impact as part of your company's strategic planning.
  • Define invoice format policies in your billing guidelines.
  • Identify and set any firm or firm office exceptions.
To set invoice currency and format requirements at the system level:
  1. Select
    Settings
    in the left navigation.
  2. Under
    Firm/Vendor Settings
    , select
    Miscellaneous Firm/Vendor Setup Options
    .
  3. In the
    Default Firm and Firm Office Profile Settings
     section, use the dropdowns to specify the options to use.
    Field
    Description
    Invoice currencies allowed
    This option determines the currencies that your company lets its firms and firm offices select when they post invoices in Tracker.
    • All Currencies Allowed
      : This is the default setting. Firms can submit invoices in any supported Tracker currency.
    • Specific Currencies
      : Click
      Select
      . On the list page that opens, check the checkbox for each currency the company will accept on posted invoices. Click
      Save
       to save your changes.
      You can clear the checkbox next to a currency to remove it from list of currencies your company accepts.
    • These settings apply only to firm invoices, not to company live or memo invoices.
    • If firms post invoices by any method in a currency that is not allowed, an error occurs.
    • Only allowed currencies can be selected for the
      LEDES Generator
       and
      Other File Upload
       options on the Post Invoices page.
    Invoice formats allowed
    This option determines the invoice formats that a company accepts from its firms and firm offices.
    • All Invoice Formats
      : Accept any invoice format that Tracker supports, for example LEDES, PDF, or paper.
    • LEDES Only
      : If you use this setting, firms can submit only LEDES invoices. In the list to the right, use the drop-down to specify the LEDES format.
    • Tracker supports the LEDES 1998B, 1998BI, 1998BI V5, and LEDES XML 2.1 formats.
    • LEDES invoices are essential for leveraging some of Tracker's highest-value features, including new timekeeper audits, timekeeper rate audits, line item audits, task code alerts, timekeeper classification analysis, and more.
    • Other File Upload is disabled if this is set to LEDES Only.
    • If firms submit invoices in a disallowed format, an invoice submission error occurs.
    Invoice tax types allowed
    This option determines the types of taxes that can be included on invoices.
    • All Tax Types Allowed
      : There are no restrictions on the tax types that can be included on invoices.
    • Non-standrd Tax Types Prohibited
      : Tax types other than the standard are not allowed on invoices from this firm, but a tax type of Other is allowed.
    • Tax Type 'Other' and Non-standard Tax Types Prohibited
      : Only the standard tax types are allowed from this firm. Tax type 'Other' is also not allowed.
    In the LEDES XML 2.1 format the field
    @TAX.tax_type
     specifies the tax type and the field
    @TAX.tx_id
     can be used for firm-specific tax codes.
    LEDES invoices with a tax type that is not one of the accepted types are treated as Other, which bypasses some of the controls that are in place for VAT and other tax types.
  4. On the toolbar, select
    Save & close
    .
To set invoice currency and format requirements at the firm profile level:
  1. Select
    Firms > Our firms
     in the left navigation.
  2. In the list, select the hyperlinked name of the firm that you want to view.
  3. On the toolbar, select the three small dots icon, then select
    Edit firm profile
    .
  4. In the
    [Company name] Information About Firm
     section, use the dropdown to set up the format requirements (same as the system level requirements options).
  5. On the toolbar, select
    Save & close
    .

This article applies to:

  • Product: Legal Tracker
  • Audiences: Company