Article ID: 8955

Adding a New Explanation Code

Take the following steps to add a new explanation code:

  1. Click Options, select Lists, and Explanation Codes... to open the Explanation Codes window.
  2. Click Add... to open the Add Explanation Code window.
  3. Enter a nickname for the explanation code in the Nickname box.
  4. Click to check mark Use with Task Based Billing if your firm uses Tasked Based Billing.
  5. Enter the full explanation in the Explanation box.
  6. Enter a G/L Account in the Use G/L Account box if you want to use the task code for Expense entries and associate it to a G/L Account.
  7. Enter a default Tax category in the Default Tax Category drop-down list if you want to associate the explanation code with a particular tax category.
    NOTE: The Default Tax Category box is only available when you enable configure tax settings in System Settings.
  8. Select one of the following Categorization options:
    • All Entries - makes the explanation available for use with all data entry types
    • Time Entries - makes the explanation available only for Fee entries
    • Expense Entries - makes the explanation available only for Expense entries
     NOTE: The G/L Account box and the Default Tax Category drop-down list are not available when you select Time Entries.
  9. Select one of the following Options:
    • Do Not Summarize - never summarizes entries on an invoice with the explanation
    • Summarize if No Extra Text - summarizes entries on an invoice with the explanation when you do not enter additional text in the Explanation field in the Data Entry window
    • Always Summarize - always summarizes the entries on an invoice with the explanation
  10. Configure the following options if you enable the Use Quantity X Rate Entries feature in System Settings:
    • Use for Quantity X Rate Entries - click to check mark if you want to use the explanation with Quantity X Rate Entries
    • Default Rate - enter the default rate for the Quantity X Rate Entries
  11. Configure the following options if you enable the Mark Up Client Expense feature in System Settings:
    • Override Matter's Mark Up % - click to check mark if you want to ignore the matter's mark up percentage when you use the explanation
    • Mark Up Rate - enter the new mark up rate to use with the explanation in place of the matter's mark up percentage
  12. Click OK to return to the Explanation Codes window.
  13. Repeat steps 2 through 12 to create additional explanation codes.
  14. Click OK to save your changes and close the window.