Common Admin Settings

In this article:

• How to restrict backdating fee entries?
• How to add a new rate?
• How to merge cheques?
• What is the difference between Power User and Admin?
• Why can't I add a transaction levy?
• Error:  The following entries have been deselected xxx. Firm Task Codes can not be used with a casefile.
• How to enable the option to change the file and contact number, or assign a file to a different contact when using NetDocuments?
• Understanding Lawyer Roles
• Viewing Historical Rates

How to restrict backdating fee entries?

1. Go to Admin > Firm > Settings > Features tab.
2. Change the date under Time/Fee entries not allowed on or after
3. Click Save

How to add a new rate?

1. Go to Admin > Rates/Codes > Rate Groups tab.
2. Find the rate group you want to add the lawyer's rate.
3. Click the pen icon to edit.
4. Click Add and fill in the rate details.
5. Click Ok.
6. Click Save.

How to merge cheques?

1. Go to Admin > Settings > Banking tab.
2. Locate the Merge and assign the same cheque number for printing list.
3. Select the merge option you want to set:
   • Never
   • Transfers/Cheques to Firm
   • Cheques to Vendors/Contacts
   • Both Firm and Vendor Cheques+
4. Click Save.

What is the difference between Power User and Admin?

Admin User has full access, including the ability to change security settings and all admin-level configurations while

a Power User has access to all features except the Admin settings — meaning they cannot make changes to security or admin-level configurations.

Why can't I add a transaction levy?

Transaction levies can only be used for designated Areas of Practice.  If the Area of Practice is not designated and you  try to use the Levy switch, it will return an error message "The Area of Practice for the selected File is not subject to Transaction Levy." to fix this, see Working with Transaction Levy.

Error:  The following entries have been deselected xxx. Firm Task Codes can not be used with a casefile.

You're seeing this error because you're trying to save a time entry to a client file using a Firm Task Code.

Firm task codes are specifically for internal work that is not tied to a client or a file (like administrative tasks). The system won't let you use a Firm task code on a file. Before you can save the entry, you need to change the task code with the following options:

• If the work is billable: Change the task code to bw (billable work).
• If the work is not billable but is still related to the file: Change the task code to nbw (not-billable work).
• If the work is for the firm (not the file): Remove the file number entirely to record the internal work.

How to enable the option to change the file and contact number, or assign a file to a different contact when using NetDocuments?

If you need to enable the option to change file number, assign file to a different contact when synced with NetDocuments, follow these steps:

Go to Admin > Firm > Service Configuration > NetDocuments tab.

Read and acknowledge the disclaimer when changing files and contacts.

Toggle on Allow file/contact rename and other potentially unsafe NetDocuments operations to continue.

Understanding Lawyer Roles

When you're working with time entries and billing, it's helpful to understand the different lawyer roles in the system.

• Working Lawyer: This is the lawyer who performed the work. This role is shown on the Time Listing and Client Ledger reports. You can change the working lawyer by editing the entry and changing the fee earner.

• Credit Lawyer: This is the lawyer who receives credit for the work once it has been billed. This is reflected in the Billing Journal and on the General Ledger. To change the credit lawyer, you must adjust the bill and change the fee allocation.

• Collecting Lawyer: This is the lawyer responsible for the file at the exact time an invoice was billed. To change the collecting lawyer, you must remove the original invoice, update the responsible lawyer in File Manager, and then redo the bill.

• Responsible Lawyer: This is the lawyer currently assigned to the file in File Manager. To change the responsible lawyer, you need to update it directly within the file's settings.

• Introducing Lawyer: This is the lawyer who brought the file to the firm. This role is set in File Manager, and you can assign a percentage to multiple lawyers. This information is used for various reports.

Viewing Historical Rates

To see the historical rates within a Rate Group, follow these steps:

1. Go to Admin > Rates/Codes > Rate Groups tab
2. Find the Rate Group in question, and click on the pen icon to edit
3. Click the clock icon to the right of any Fee Earner or Task Code  view a pop up of the historical rates.