Adding a Service/Activity Code

To enter a Service/Activity Code, click on the TOOLS Button on the File Maintenance Manager Tool Bar and then click on the Manage Codes option.  From the File Maintenance Codes window, choose to Show Codes for Services/Activities.  The following window will appear: 

You may sort the list by Code or Description by clicking on the appropriate column name.  To add a new Code, click the NEW Button and the following window will appear:

Code

The Code field is a four digit alphanumeric field and contains any combination of numbers, uppercase and lower case letters.  The Code field is case sensitive so you can have a code TCW, a code tcw, a code Tcw, etc.

Default Rate/Rate is Flat or Hourly

You may attach a special rate or a flat fee to a Service/Activity Code. For example, an “in-court” code (such as AH for Attend Hearing) can be given a special hourly rate of $600.00 or you may wish to establish a Flat Rate for certain work (such as Incorporation).  By utilizing this feature, you can mix hourly work with flat fee work on the same bill for a Matter.  If you want to set up a Service/Activity Code to use a Flat Fee or specific Hourly Rate, place a check mark in the Rate Is Hourly or Flat Fee option and then enter the rate amount in the Default Rate field.  Any time entered through Fee Entry where this Code is entered in the Activity Code field will calculate the “amount” based on the Rate attached to the Service/Activity Code.

Default Time

Enter the default time (hours and units) for this service/activity or leave the field blank if there is no default time.

Billing Option

Orion gives you the ability to set up certain conditions on Service Codes that will automatically write a transaction down to zero or flag it as off invoice if the Service Code is used in Fee Entry.  There are four Billing Options available.

1.    None - time is saved as recorded.

2.    Off Invoice - the transaction is automatically flagged as “Off Invoice” - transaction will be invoiced but will not be itemized on the invoice.

3.    Write Down to 0 - the bill amount of the transaction is written down to 0.00 upon saving - no change is made to the original time/value.

4.    Off Invoice and Write Down to 0 - the bill amount of the transaction is written down to 0.00 and the transaction is flagged as “Off Invoice” upon saving.

A good example of use of Billing Options (other than None) is a Code set up for “No Charge” work.  You would create a Code “NC” and choose Billing Option “Off Invoice and Write Down to 0".  When an User enters a fee transaction and chooses this Code in the Activity Code field, the bill value of the transaction will be written down to zero and the transaction will be flagged off invoice.  Doing this on the front end cuts down on changes needed during the Billing phase.

Description

Enter the text you want to populate the fee description field with when this Service/Activity Code is used.  The description field can be up to 600 characters in length.  It can also be set up to require certain user input when chosen.  For example, you may want to create a Service/Activity Code for “Filed Motion with” if this is a commonly typed phrase.

After completing all the fields, click the SAVE Button to save your new Code.