Invoice Rules are the basic building blocks of Spend Management. An invoice (or billing) as a representation of the fees or expenses that have been billed, usually by an outside counsel, is scanned for compliance against the Invoice Rules that can be setup specific to individual accounts or matters.
As an outcome of this compliance check, the line items within the invoice are flagged with an appropriate reason as configured within these rules.
Create an Invoice Rule
To begin creating an Invoice Rule, (if the Invoice Rules tab is not already on your navigation bar) go to the AppLauncher and search for Invoice Rules. Once the tab is visible, select the New button. For a shortcut, a New Invoice Rule global action could also be created.
General Information
- Provide a Name and Description that will make it easy to recognize the invoice rule when searching and displaying the rule in a list.
- Enabling Enforce LEDES Requirement will enforce the LEDES specification requirements when a new invoice is being imported from provided LEDES file. If the provided file deviates from the standard specifications, AdvoLogix will reject and halt the invoice import process.
- Enabling Reject Invoice On Any STOP State will detect and halt the invoice creation process if any invoice line item has been flagged with a STOP State.
Adding Invoice Rule Entries
Use the New button from the Invoice Rule Entries related list. Each of these rules can be configured with different options that apply to various use cases for compliance validation of invoices.
General Information
- Selected Record Type of the rule will present different Rule Options applicable for the record type.
- Provide an Invoice Rule Entry Name that will make it easy to recognize the invoice rule entry when searching and displaying the rule in the related list.
- Enter the Order in which the rules will execute. Based on the provided order, each of the invoice line items will be scanned against the list of rules under the invoice rule, in the ascending order of these rule entries.
Rule Options
- Enable Use Aggregate Function to enable compliance check for line items against a value or a field from the respective Account.
- When Use Aggregate Functions is Yes:
- Select the Invoice Line Item Roll-Up Type to aggregate invoice line items by.
- Select the Field to Aggregate from the invoice line item.
- When Use Aggregate Functions is No:
- Select an Invoice Line item Field to make a field-to-field comparison between an invoice line item and an account or to make a comparison between an invoice line item field to a specific value.
- When Use Aggregate Functions is Yes:
- Select an Operator for a comparison to be made.
- Select an Evaluator to make a comparison using a field or a value.
- Select an Account Field or provide a Value. These options are rendered based on the chosen evaluator.
- Enable Use Aggregate Function to enable a compliance check for line items against a value or a field from the respective Matter.
- When Use Aggregate Functions is Yes:
- Select the Invoice Line Item Roll-Up Type to aggregate invoice line items by.
- Select the Field to Aggregate from the invoice line item.
- When Use Aggregate Functions is No:
- Select an Invoice Line item Field to make a field-to-field comparison between an invoice line item and a matter or to make a comparison between an invoice line item field to a specific value.
- When Use Aggregate Functions is Yes:
- Select an Operator for comparison to be made.
- Select an Evaluator to make a comparison using a field or a value.
- Select a Matter Field or provide a Value. These options are rendered based on the chosen evaluator.
- Enable Timekeeper Not Found to detect whether the invoice line items are being added without a timekeeper.
- Enable Auto Adjust Using Rate Table to automatically adjust the added line item's Rate to a pre-configured default Rate for the associated Timekeeper and/or Matter.
- Enable Auto Adjust To Threshold to automatically adjust the added line item's Rate to provided Rate Threshold.
- Provide a Rate Threshold to which each invoice line item's Rate will be compared to.
- Select a value under Applies to Timekeeper Role to filter down the list of line items to only those which have a specific timekeeper role selected here.
- Additionally select a list of codes under Applies to UTBMS Activity Codes and Applies to UTBMS Task Codes that further filters and applies the above configured rule options to a specific set of line items with the selected codes in the list.
- Enable Use Aggregate Function to enable compliance check for the line items against a value or a field from the respective Rate.
- When Use Aggregate Functions is Yes:
- Select the Invoice Line Item Roll-Up Type to aggregate invoice line items by.
- Select the Field to Aggregate from invoice line item.
- When Use Aggregate Functions is No:
- Select an Invoice Line item Field to make a field-to-field comparison between an invoice line item and a rate or to make a comparison between an invoice line item field to a specific value.
- When Use Aggregate Functions is Yes:
- Select an Operator for comparison to be made.
- Select an Evaluator to make a comparison using a field or a value.
- Select a Rate Field or provide a Value. These options are rendered based on the chosen Evaluator.
These type rules are applicable only to Fee invoice line items.
- Enable Expense Budget Exceeded to enable a compliance check for the invoice line items against an Expense Budget configured for the Matter.
- Provide an Expense Threshold to which each invoice line item's Total Amount will be compared to.
- Additionally, select a list of codes under Applies to UTBMS Expense Codes that further filters and applies the above configured Expense Budget Exceeded and Expense Threshold checks.
These type of rules are applicable only to Expense invoice line items.
- Select a value under Applies to Timekeeper Role to filter down the list of line items to only those which have a specific timekeeper role selected here.
- Select a list of codes under Applies to UTBMS Codes that filters and applies the compliance check be done against only those invoice line items that have been applied to a UTBMS code provided in this list.
- Select the Invoice Line Item Roll-Up Type to aggregate invoice line items by.
- Select the Field to Aggregate from invoice line item.
- Select an Operator for a comparison to be made.
- Select an Evaluator to make a comparison using a field or a value.
- Select a Budget Detail Field or provide a Value. These options are rendered based on the chosen Evaluator. The selected Budget Detail Field will be aggregated for the matter associated with the invoice line item and will then be compared using the Operator and Field to Aggregate.
When a Rule is Matched:
- Select the State Applied that will make it easy to recognize and flag an invoice line item based on the applied rule options outcome.
- Provide the Reason to provide context to the line item that has been flagged as a result of the executed rule options, for easier identification and understanding of compliance required by the line item.
- Enabling Reject Invoice On STOP State will detect and halt the invoice creation process if the line line item being scanned has been flagged with a STOP State.
- Enabling Initiate Workflow will mark the respective invoice line items that have been flagged based on the rule options outcome with Initiate Workflow enabled as well.
To understand basic difference between each invoice rule entry type, please follow this article.