Code Setup

  • Updated

After you set up the System File, you must set up the following Codes:

  • Practice Group Codes
  • Department Codes
  • Location Codes
  • Sales Tax Codes
  • Timekeeper IDs
  • Task Sets, if you installed the Task Billing module

 

Next Steps

 

After you set up the Task Sets, you are ready to set up Clients. For instructions, see the Client Information chapter.

  

Practice Group Codes

 

If you would like to run certain reports by Practice Group, you must set up Practice Group Codes. The Practice Group Code is assigned to the Timekeeper whereas the Department Code is assigned to the Matter. For example, the Department Code would be Corporate and the Practice Group within it would be Small Business.

 

Practice Group Codes are entered through the Manage Codes option found using the Tools button. There are several other types of Codes entered using this button, but this section will deal with Practice Group Codes only.

 

Adding a Practice Group Code

 

Use this procedure to add Practice Group Codes.

 

Steps

 

To add a Practice Group Code:

 

1. From the button bar, click Tools and select Manage Codes.

2. In the Show Codes for field, select Practice Groups.

3. From the button bar, click New. The following screen appears.

4. Fill in the fields as required. For details, see "Field Descriptions – Practice Group Entry Screen."

5. Click Save or press the F10 key.

 

Field Descriptions – Practice Group Entry Screen

 

The following table describes the fields.


Field
 Description
Code
 A five-digit alphanumeric field. You must have at least one Practice Group Code on file.
Description
 Description (name of the Practice Group) for the Code. This name will appear on all screens and reports related to the Practice Group.

 

  

Editing a Practice Group Code


Use this procedure to edit an existing Practice Group Code.

 

Steps

 

To edit an existing Practice Group Code:

 

1. From the button bar, click Tools and select Manage Codes.

2. In the Show Codes for field, select Practice Groups.

3. Select the Code you want to edit.

4. From the Button Bar, click Edit.

5. Make any necessary changes to the description. You cannot edit the code. For details, see "Field Descriptions – Practice Group Entry Screen." 

6. To save your changes, click Save or press the F10 key. Orion will then go through all related files and make the necessary changes. Be aware that this may take some time.

 

Deleting a Practice Group Code

 

You cannot delete a Practice Group Code that is in use by one or more Timekeepers. If you attempt to do so, Orion will display an error message.

 

Steps

 

To delete a Practice Group Code:

1. From the button bar, click Tools and select Manage Codes.

2. In the Show Codes for field, select Practice Groups.

3. Select the Code you want to delete.

4. Click Delete or press the Ctrl+Delete keys. The system prompts you to confirm the deletion.

5. Click Yes if you want to delete the Code or No if you want to keep it.

 

Department Codes

 

If you would like to run certain reports by Department, you must set up Department Codes. The Department Code is assigned to the Matter, whereas the Group Code is assigned to the Timekeeper. For example, the Department would be Corporate and a Group within it would be Small Business.

 

Department Codes are entered through the Manage Codes option found using the Tools button. There are several other types of Codes entered using this Button, but this section will deal with Department Codes only.

 

Adding a Department Code

  

Use this procedure to add Department Codes.

  

Steps

 

To add a Department Code:

1. From the Button Bar, click Tools and select Manage Codes.

2. In the Show Codes for field, select Departments.

3. From the button bar, click New. The following screen appears.

4. Fill in the fields as required. For details, see "Field Descriptions – Department Entry Screen."

5. Click Save or press the F10 key.

 

Field Descriptions – Department Entry Screen

 

The following table describes the fields.


Field
 Description
Code
 A three-digit alphanumeric field. You must have at least one Department Code on file.
Description
 Description (name of Department) for the Code. This name will appear on all screens and reports related to the Department.

 

 

Editing a Department Code

 

Use this procedure to edit an existing Department Code.

  

Steps

 

To edit an existing Department Code:

 

1. From the button bar, click Tools and select Manage Codes.

2. In the Show Codes for field, select Departments.

3. Select the Code you want to edit.

4. From the Button Bar, click Edit.

5. Make any necessary changes to the description. You cannot edit the code. For details, see "Field Descriptions – Department Entry Screen."

6. To save your changes, click Save or press the F10 key. Orion will then go through all related files and make the necessary changes. Be aware that this may take some time.

 

Deleting a Department Code

  

You cannot delete a Department Code that is in use by one or more matters. If you attempt to do so, Orion will display an error message.

 

Steps

 

To delete a Department Code:

1. From the button bar, click Tools and select Manage Codes.

2. In the Show Codes for field, select Departments.

3. Select the Code you want to delete.

4. Click Delete or press the Ctrl+Delete keys. The system prompts you to confirm the deletion.

5. Click Yes if you want to delete the Code or No if you want to keep it.

 

Location Codes

 

If you have chosen to use Locations in the system file, you must set up Location Codes. You must have a minimum number of Location Codes prior to entering Clients, Matters, or attorneys. Each Location Code represents a specific location (office, site, etc.) and relates to a Location account in the General Ledger.

 

Location Codes are defined only when enabled by Orion Administration. Enabling these Codes affects other areas of the application and should only be done after discussion with Orion support personnel.


Sales Tax Codes

 

If you have chosen to charge sales tax on fees and expenses in the system file, you must set up Sales Tax Codes. You must have at least one Sales Tax Code in this file prior to entering any matters. Each Sales Tax Code represents a specific sales tax percentage to be used.

 

Sales Tax Codes are defined only when enabled by Orion Administration. Enabling these Codes affects other areas of the application and should only be done after discussion with Orion support personnel.

 

Timekeeper IDs

 

The Timekeeper Input and Edit program is found using the Tools button and is used for entering and editing Timekeepers and creating billing rate codes and billing rates. Depending on the number of Timekeepers allowed on your system, you may not be able to add Timekeepers without an upgrade from Orion Law Management System.

 

You can also enter Entry IDs from within the Tools button. However, this procedure will be covered in the Entry ID Information chapter.

  

Adding a Timekeeper

 

Use this procedure to add a Timekeeper. If for some reason the system does not allow you to add a new Timekeeper, see "Viewing Timekeeper Status."

 

There is a default ID of FIRM in the system that is intended for use when entering balance forward amounts or other work that is not to be charged against an actual Timekeeper (for example, expenses). You should not delete the Firm ID although you can change the name associated with it. The Firm ID does not count against your Timekeeper licenses.

 

Steps

 

To add a Timekeeper:

1. From the button bar, click Tools and select Manage Users.

2. Click New. The following screen appears.

3. Fill in the fields as required. Click the Timekeeper field. For details, see "Field Descriptions – User Entry Screen."

4. Click Save or press the F10 key. To clear the screen at any time without saving the information, press the F9 key or click Clear.
 

Field Descriptions – User Entry Screen

 

The following table describes the fields.


Field
 Description
ID
 A 4-character alphanumeric field. Each Timekeeper must have a unique ID code. Most firms use the person's initials. Other firms simply assign a number. Remember, all Timekeepers (Users who are charging their time) should be entered.
Timekeeper
 Indicates the User is a Timekeeper.
Active
 If the Timekeeper you are entering is active, click this field. Otherwise, leave it blank. An active Timekeeper will count against your Timekeeper licenses. An inactive Timekeeper will not count against your licenses, but you cannot enter any time or expenses for the Timekeeper.
Full Name
 Name of the Timekeeper. The name will appear on reports and invoices.
Sort Name
 In the normal course of operation, reports run by Timekeeper are sorted by Timekeeper ID. This field allows you to establish a different sort order such as by last name or by firm hierarchy. If you want to sort reports by:
  • Last name, enter the Timekeeper's last name in this field.
  • Firm hierarchy, you can create an hierarchical order and enter the appropriate code in this field.
User Keys
 If firm has created additional User Key sets in the Orion Administration program, this is where you assign the keys to Users.
Level
 A Level Code (Attorney, Partner, Paralegal, etc.) must be entered in order to save the Timekeeper record. The Level Codes and their respective categories are set up in the System Information program. To access a list of valid Level Codes, click the down arrow. Once you have chosen or entered the Level Code, the description displays to the right of the Code.
Location
 If the system uses the location feature, you must enter a Location Code. To locate a valid Code, click the down arrow. If the system is not set up to use multiple locations, Orion will skip this field.
Practice Group
 The Group Code representing the Practice Group to which this timekeeper belongs. If you do not know the correct Code, click the down arrow to locate a valid Code.
Target Rate
 The target rate for this Timekeeper. This is normally the effective billing rate at which you would like all the Timekeeper's time billed in Orion. You can leave this field blank if you wish and enter it later.
Cost Rate
 The cost rate for this Timekeeper. This is normally the billing rate at which the Timekeeper's time needs to be billed in order to cover their related overhead costs (including salary). You can leave this field blank if you wish and enter it later.
Use Private Dictionary
 If allowed, a private spelling dictionary can be assigned to each user.  Assign dictionary here.


 

Editing a Timekeeper

 

Use this procedure to edit an existing Timekeeper or to make a Timekeeper inactive. When you save the record, Orion deletes all billing rate codes for the Timekeeper. However, work in process and accounts receivable are not affected.

 

Steps

 

To edit an existing Timekeeper ID:

1. From the button bar, click Tools and select Manage Users.

2. Select the Timekeeper you want to edit.

3. From the button bar, click Edit.

4. To change the User ID, click Tools and select Change ID.

5. In the New User ID field, enter the new ID and click Change ID.

6. To inactivate a Timekeeper, click Tools and select Inactivate User. The system prompts you to confirm the change.

7. Click OK to make the change or Cancel to cancel it.

8. Make any other necessary changes. For details, see "Field Descriptions – User Entry Screen."

9. Click Save or press the F10 key.

10. Confirm the change. Orion goes through all related files and makes the necessary changes. Be aware that this may take some time.

 

Deleting a Timekeeper

  

Orion will not allow you to delete a Timekeeper that is referenced in one or more data files. In this case, you can change the status from Active to Inactive. 

 

Viewing Timekeeper Status

 

Use this procedure when the system will not allow you to add a new Timekeeper.

 

Steps

 

To view Timekeeper status:

Access the Orion Administration Program. Under System Setup, click System Information, then Systems Settings to see the following:

  • how many Timekeepers are in use (active Timekeepers)
  • how many inactive Timekeepers are on file (these do not count against your license)
  • how many Timekeepers for which you are licensed

If the number of Timekeepers in use is equal to the number of Timekeepers for which you are licensed, you must either inactivate a Timekeeper or purchase additional Timekeeper licenses from Orion.


Task Sets

 

Prior to using the Orion Task Billing and Accounting System, it is a good idea to set up Task Sets and relate them to Matters that require specific sets of Codes. The Task Sets file allows your firm to avoid numerous client specific coding systems and allows you to create a set of standard codes that can be copied to multiple Matters.

 

Task Sets are entered through the Manage Codes option found using the Tools button. Matter task codes are also entered using this button, but this section will deal with Task Sets only.

 

Setting Up and Adding Task Sets

 

Use this procedure to add Task Sets.

 

Steps

 

To set up Task Sets:

1. From the button bar, click Tools and select Manage Codes.

2. In the Show Codes for field, select Task Sets.

3. From the button bar, click New. The following screen appears.

4. Enter the Code and a description.

5. To add a Phase/Task Code, click Add Code. The following screen appears.

6. Fill in the fields as required. For details, see "Field Descriptions – Edit Task Code Screen."

7. Click Save or press the F10 key to save your changes.

 

Field Descriptions – Edit Task Code Screen

 

The following table describes the fields.


Field
 Description
Phase
 A unique Code for the phase you are setting up. The Code can be numeric or alphanumeric. The phase is the highest level Code in the coding hierarchy. For litigation, examples are pre-trial pleadings and motions or discovery. A Phase should represent a collection of Tasks and Activities that occur largely in sequence during the course of a Case or a Matter. Typically, Timekeepers enter their time at the Task level, but they can also enter it at the Phase level.
Note: You do not have set up any codes at the Phase level, but can define all codes as Tasks instead. If you are not using the Phase level but only the Task level, enter the Task Code in this field.
Task
 If you are using the Phase level and have defined the Code you are entering as a Task, enter a Code for the Task level in this field. Codes can be either numeric or alphanumeric. The Task Code represents more detail using the Phase level in the coding hierarchy. All Tasks can be rolled up (consolidated) into a Phase. They are intended to capture tangible work product produced or business results received.
Type
 Type of Tasks. Values are:
  • Phase (for example, discovery)
  • Task (for example, document production
Used For
 The Tasks for which a Code is used. Options are:
  • Fees
  • Expenses
  • Both
Activity Code Required
 Indicates whether the Task Code requires an Activity Code. When time is entered and an User enters this Task Code, the cursor moves to the Activity Code field. If an Activity Code is not entered, the User will be warned and the entry will be flagged as Incomplete. Activity Codes are entered just like Service Codes.
Description
 Description for the Phase and/or Task Code you are creating.

  



 

Editing a Task Set

 

Use this procedure to edit an existing Task Set.

 

Steps

 

To edit a Task Set:

1. From the Button Bar, click Tools and select Manage Codes.

2. In the Show Codes for field, select Task Sets. The File Maintenance Codes screen appears.

3. Select the Code you want to edit.

4. From the Button Bar, click Edit.

5. Make any necessary changes. For details, see "Field Descriptions – Edit Task Code Screen."

6. Click OK.

7. To save your changes, click Save or press the F10 key. If you have changed the actual Code, you will be asked to confirm the change. Orion will then go through all related files and make the necessary changes. Be aware that this may take some time.

 

 

Deleting a Task Set

 

 

Use this procedure to delete a Task Set. Deleting a Task Set does not affect existing Matter Task Codes.

 

Steps

 

To delete a Task Set:

1. From the Button Bar, click Tools and select Manage Codes.

2. In the Show Codes for field, select Task Sets. The File Maintenance Codes screen appears.

3. Select the Code you want to delete.

4. Click Delete or press the Ctrl+Delete keys. The system prompts you to confirm the deletion.

5. Click Yes if you want to delete the Code or No if you want to keep it.

 

 

 

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