Creating a Project/Matter

Purpose & Benefit: It is an easy and quick process to create new Projects/Matters in TimeSolv so you can correctly assign Time/Expense entries to the relevant case, and you can create invoices and receive payments towards these cases too. It is important to have this information down so you can stay organized with your clients and have this data securely stored on an online system that is accessible from anywhere in the world, from any device, online or offline.

 

VIDEO:

 

To create a Project/Matter:

  • Click on Clients & Matters under the Clients tab.

 

  • Click on the New Matter/Project button.

Note: New Matters can also be created by going into a client and clicking on the Matters tab.

 

  • Choose the Client you wish to create a Matter for.

 

  • Specify a Matter Name.

 

 

  • Specify a Matter ID.

 

  • Specify the Responsible Staff Member for this Matter.

 

  • Select the Consolidated box if you needed (do not select this box if you wish to create a split billing project, as consolidated Matters/Projects cannot be added to a split billing project).

 

  • Click the Save or Save & New button after entering the desired project name.

NOTE: If you are connected to NetDocuments and receive an internal server error message when trying to save a new matter/project, please reconfigure your NetDocuments settings before proceeding.

 

  • You can edit the Matter Name.

 

  • You can edit the Matter ID.

NOTE: You cannot change Client ID if there are configuration issues with NetDocuments. Please reconfigure NetDocuments settings before proceeding if you encounter an error message. 

 

  • You can edit the assigned Responsible Staff Member.

 

  • Specify Commission Percent for the responsible staff member.

 

  • Specify Originating Staff Member.

 

  • Specify if the matter is Active.

 

  • Specify if the matter is Billable.

 

  • Specify if you wish to Hold Billing for this matter.

 

  • Specify Rate By option from:

Timekeeper Default – this is the preselected default rate applied in the timekeeper’s individual settings for their typical rate. When no alternative is specified, this default rate will always be applied.
Task then Timekeeper Default – selecting this option means Timekeeper Default will be the standard rate applied, unless the task code chosen for the entry has its own specified rate (see here). The task code rate will then override any Timekeeper Default rate. 
Global Rate – global rates are the customized rates saved under Global Rates section (see here). Assigning a global rate to a client means that you have the benefit, for example, of giving the client a discounted rate of x% for all their time and expense entries. Or, for example, an ongoing case spanning over numerous years, can have a ‘2015 rate’ applied to it. 
Task then Global Rate – selecting this option means Global Rate will be the standard rate applied, unless the task code chosen for the entry has its own specified rate (see here). The task code rate will then override any Timekeeper Default rate. 
Matter Rate – matter rates are applied at the matter level. So if an individual matter needs a specific rate applied to it, then under Clients>Clients & Matters>[matter name] you would select Matter Rateunder the ‘Rate By‘ field. You will then need to Save this selection in order to activate the grey Edit Rates button below the Rate By field, and thereby specify the matter rate.
Task then Matter Rate – selecting this option means Matter Rate will be the standard rate applied, unless the task code chosen for the entry has its own specified rate (see here). The task code rate will then override any Timekeeper Default rate.  

 

  • Specify matter Start Date. This field will automatically default to the current date, but can be edited.

 

  • Specify matter Estimated End Date if needed.

 

  • Specify Purchase Order Number if needed.

 

  • Specify Task Code Option from:

Not Displayed – will not show up as a field on Time Entry page when this specific Matter is selected.
Required – will show up as a field on Time Entry page, and it will be a mandatory field when this specific Matter is selected.
Optional – will show up as a field on Time Entry page, but it will be an optional field when this specific Matter is selected.

 

  • Specify Sub-Task Code Option from:

Not Displayed – will not show up as a field on Time Entry page when this specific Matter is selected.
Optional – will show up as a field on Time Entry page, but it will be an optional field when this specific Matter is selected.
Required – will show up as a field on Time Entry page, and it will be a mandatory field when this specific Matter is selected.

 

  • If you have any Invoice Account Groups set up, specify an Invoice Account Group for this Matter/Project from the drop down list of options, if needed.

 

  • If you have any categories set up, you can specify a Category for this Matter/Project from the drop down list of options, if needed.

 

  • Select checkbox for Required Approval For Time and/or Expense if needed.

NOTE: If no active Approver is specified for this Matter, newly created Time/Expense Entries are automatically approved. 

 

  • Click Save.

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