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Establishing expense codes and corresponding rates at which to charge clients aides the firm in providing concise and consistent bills. Within this module you have the ability to establish firm wide and/or client specific charges for costs incurred by the firm.

Before attempting to assign rates to expense codes, you must first establish these codes with the Type of Expense Maintenance program. With that done, you can proceed to assigning rates to these charges.

Establishing an expense rate consists of a header which provides the link to a TOE code, either firm wide or by client and/or matter. Rate details provide the specific amounts to be charged. The separation of these two areas allows for the provision to charge a firm wide rate and/or specific client rate for a single expenditure.

Step I is to add a new rate header.

Step II is to add quantity and/or monetary details.

Add new rate

Type of Expense: choose from the list which was established by the Type of Expense Maintenance program.

Office: choose from the list of offices established for your firm. Provides the capability to define office specific rates.

Department:choose from the list of departments established for your firm. Provides the capability to define department specific rates.

Client: if the rates you are going to establish will be specific to a client, provide their client number. If firm wide and not client specific, leave blank.

Matter: if the rates you are going to establish will be specific to a client matter, provide their client and matter number. If firm wide and not matter specific, leave blank.

Project: n/a

SubProject: n/a

Multiple Blended Rate: an indicator that, for this type of expense, rates will change based on quantity. For example, you may have a mileage charge when traveling distance from 1-100 miles. Miles traveled over 100 and above may take on a different rate.

Expense Rate Table: reflects the table in which the type of expense code resides.

Table ID: the internal CP identifier assigned to the Expense Table listed directly above.

Complete the screen and press when done.

Edit Header

Presents the Expense Header Setup dialog to allow for modifications to the initial setup.

Type of Expense: choose from the list which was established by the Type of Expense Maintenance program.

Office: choose from the list of offices established for your firm. Provides the capability to define office specific rates.

Department:choose from the list of departments established for your firm. Provides the capability to define department specific rates.

Client: if the rates you are going to establish will be specific to a client, provide their client number. If firm wide and not client specific, leave blank.

Matter: if the rates you are going to establish will be specific to a client matter, provide their client and matter number. If firm wide and not matter specific, leave blank.

Project: n/a

Multiple Blended Rate: an indicator that, for this type of expense, rates will change based on quantity. For example, you may have a mileage charge when traveling distance from 1-100 miles. Miles traveled over 100 and above may take on a different rate.

Expense Rate Table: reflects the table in which the type of expense code resides.

Table ID: the internal CP identifier assigned to the Expense Table listed directly above.

Header ID:the internal CP identifier assigned to the Header you are adding. Once changes have been made, press the button.

Edit Details

With the establishment of an expense rate header, you now must assign t

Quantity From: when using a blended rate, this is the starting quantity at which to apply a fixed amount or per unit charge. Leave blank when using a single, non blended rate.

Quantity To: when using a blended rate, this is the quantity at which to terminate a fixed amount or per unit charge. Leave blank when using a single, non blended rate.

FixedAmount: a single monetary value to charge when units are within the quantity range.

PerUnitAmount: a monetary value to charge for a single unit.

To add a rate or line to the grid, press the Create New Rate Record. To remove a rate record, highlight it in the grid and press the Delete Rate Record button.

In the sample above, a mileage rate of $0.50 per mile is charged for miles 1-99. After mileage exceeds 99 miles, a rate of $0.55 is incurred.

Delete rate

Use the Edit Details feature to delete rates. Then use this feature to delete the rate header and remove from the available list.

The requirement to bill firm expenses at client specified amounts is often dictated by large corporate clients. To support this requisite you must:

 Establish your firm Type of Expense codes.

 Use the Expense Rates program to assign rates .

Bill Groups

The Bill Group feature allows you to create lists of non-consecutive client/matter numbers to be used on a recurring basis for the creation of invoices. This ability becomes a time saving feature by allowing you to avoid a lengthy client/matter selection process when establishing an invoice run. Its usefulness lies in the

capacity to create a list of clients and matters that do fit into a consistent numerical range.

It also provides a facility to create a group of clients that are regularly billed for an attorney. Once established, bill groups can be used by the PreBill/Invoice selection screen.

The Billing Group Dialog:

Grid Items - This grid lists the Clients/Matters associated with a particular bill group. Note in the sample screen that client/matter numbers do not need to be in a consecutive numbering range. Once a billing group has been created, it can be used during the billing process to produce an invoice run for any and all of the

clients/matters in the group.

Display Fields - When you click a client or matter in the grid, these fields are updated with names given to each on the KeyField Entry dialog.

Create a new bill group.

Select the File option from the dialog menu. Click New Group

Add a client/matter to a group.

An empty row will open in the grid. Click in the Client box, press the arrow and choose a client from the Pick List dialog. Click in the matter box, press the arrow and choose a matter from the Pick List dialog.

Delete a group.

Select the File option from the dialog menu. Click Delete Group.

Delete a client/matter from a group.

Employee Maintenance

Anyone who actively interacts with the CP Financial software must have an employee record defined within the system. Additionally, employees must be included in a security group which will determine the features that are made available to them. The Employee Entry Main Screen allows new employee records to be created and modified. Additional data input screens include: Employee Background, Employee Payroll Information, and Miscellaneous Employee Information .

See Also: