LEDES 1998B Setup

 

This format is used if you want to generate the bill in the LEDES format for electronic submission. Below will describe how to configure LEDES billing.

Index

• Enable Task-Based Billing
• Enter Time Tickets with Activity and Task-Based Codes
• Assign a Task-Based Expense Code to Client Expense Codes
• Print the Bill
• Advanced Setup: Assign Default Rates to Activity Codes (Optional)
• Advanced Setup: Where to Find Fields in Abacus Accounting

Enable Task-Based Billing

Select an Existing Billing Format Code

Select a Billing Format Code to use on the matter that has task-based billing enabled. Abacus Accounting includes a Billing Format Code by default (TBB – Task Based Billing) that already has this set.

1. Navigate to Matters > Matters. Double-click on a matter that you would like to use LEDES on.
2. Switch to the Billing tab. Click the lookup button next to Billing Format Code.
3. Double-click TBB (or any other task-based billing code that you have available).
4. Click Save, then Done.

Setup a New Billing Format Code

If you would like to create a (or edit an existing) custom Billing Format Code that uses task-based billing, follow the steps below.

1. Navigate to File > Setup > Billing Format Codes.
2. If you would like to change an existing code, highlight that code, and click Edit. If you would like to create a new code, click Add.
3. Switch to the Reporting Options tab.
4. Check Task Based Billing.

If you created a new code, fill out the other options as desired.

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Enter Time Tickets with Activity and Task-Based Codes

If you already entered any time tickets on the matter(s) that you are running LEDES on, you will need to edit each time ticket to assign an Activity Code and Task Based Code. These will need to be filled out on each new time ticket as well.

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Assign a Task-Based Expense Code to Client Expense Codes

1. Navigate to File > Setup > Client Expense Codes.
2. For each type of cost that you will be entering on your LEDES matters, highlight the code, and click Edit.
3. Select a Task Based Expense Code.

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Print the Bill

Run your Print Bills process as normal. However, when choosing the Destination, choose LEDES 1998B. The system generates a file with one line for each entry (time tickets and costs). Each line has 24 fields.

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Advanced Setup: Assign Default Rates to Activity Codes (Optional)

If you would like, you can assign default charges and hour totals to your activity codes. These will be autofilled on the time ticket window when you choose that activity code. You can even assign three different rate levels, and assign a particular rate level to your matter (so that you can charge different rates on different matters).

1. Navigate to File > Setup > Activity Codes.
2. Highlight each relevant code, and click Edit.
3. Switch to the Rates tab.
4. Enter the Rate, Hours, and Type of Rate.      To set an Activity Code Rate Level on your matter(s):
5. Navigate to Matters > Matters. Double-click on a matter that you would like to use LEDES on.
6. Switch to the Billing tab. Set the Activity Code Rate Level.
   
   

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Advanced Setup: Where to Find Fields in Abacus Accounting

See below for a list of each field on the LEDES bill, and where it is pulled from in Abacus Accounting.

Each number represents its pipe order in the LEDES file. The LED files generated by Abacus can be opened in Notepad to view their contents.

1. Invoice Date: Date of Bill
   • Billing > Print Bills > Add > Date of Bill
2. Invoice Number: On Actual Bill
   • Preview or Print the Actual Bill; usually on top of bill. (You may also use the Billing Report – Reports > Billing.)
3. Client ID: Client ID
   • Matters > Matters > Browse for Matter > Client #
4. Law Firm Matter ID: Matter Number
   • Matters > Matters > Browse for Matter > Matter #
5. Invoice Total: Total of Bill
   • Billing Total after running Print Bill (This is the total CURRENT activity, no prior balances are included.)
6. Billing Start Date: Start Date from Print Bill selection.
   • Billing > Print Bills > Add > Start Date
7. Billing End Date: Fees / Costs Cut Date of Bill selection.
   • Billing > Print Bills > Add > Fees / Costs Cut Date
8. Invoice Description: Billing Remarks on Matter maintenance
   • Matters > Matters > Open Matter > Billing Tab > Billing Remarks
9. Line Item Number: Numbered based on number of lines in file
   • Varies based on number of Costs / Time Tickets
   • EXP/FEE/INV ADJ TYPE: Based on if line item is Expense/Fee/Activity
   • Displays E / F / A
10. Line Item Number of Units: Num of Items from Cost and Adjustment
    • Calculates number of items based on Per Item Cost to the Amount Total of posted cost
11. Line Item Adjustment Amount: Total amount of Time Ticket or Cost
    •  Matters > Matter Billing Activity > Open Matter > View total amount (Fees and Admin charges will always be 0 – For costs it will be per item costs listed on the Client Expense Code.)
12. Line Item Total: Total amount of Time Ticket or Cost
    • Matters > Matter Billing Activity > Open Matter > View Debit field of item
13. Line Item Date: Date of Time Ticket or Cost
    • Matters > Matter Billing Activity > Open Matter > View Date field of item
14. Line Item Task Code: Task code on Time Ticket
    • Billing > Time Tickets > Select Matter > Add > Select Task Base Code
15. Line Item Expense Code: Task code linked to the Expense Code for all costs incurred
    • File > Setup > Client Expense Codes > Select Code > Edit > Select Task Based Expense Code
16. Line Item Activity Code: Activity Code on Time Ticket
    • Billing > Time Tickets > Select Matter > Add > Select Activity Code
17. Timekeeper ID: Actual Timekeeper on the Time Ticket.
    • Matters > Matters > Select Matter > Responsible Timekeeper
18. Line Item Description: Time Ticket or Costs Descriptions
    • Matters > Matter Billing Activity > Select Matter > View Description field of item
19. Law Firm ID: Federal Tax ID Number
    • File > Setup > Company Preferences > Address Info Tab > Fed. Tax ID
20. Line Item Unit Cost: Client Expense code
    • File > Setup > Client Expense Codes > Select Code > Edit
21. Timekeeper Name: Full name of Timekeeper
    • File > Setup > Timekeeper Codes
22. Timekeeper Classification: Set Seniority level in Timekeeper Codes
    •  File > Setup > Timekeeper Codes > Select Code > Click Edit > Make Seniority level.
    • 1-5 = PT (Partner)
    • 6-10 = AS (Associate)
    • 11-15 = OC (Of Counsel)
    • 16-20 = LA (Legal Assistant)
    • 21+ = OT (Other)
23. Client Matter ID: Configurable through Workstation Options
    •  File > Setup > Workstation Options > Miscellaneous > LEDES Client/Matter Reference Formatting Options. There are 3 options.
      • Client and Matter Numbers.
      • Comment Line 1, Enter specific reference required in the upper left corner on the first line. – Matters > Matters > Select Matter > Comments 1 Tab.
      • Matter Only