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How To Import Periodic Cost Entries

Introduction

Some law firms use applications that accumulate a list of soft cost expenses from their printer, photocopiers, fax, etc. While CosmoLex does not integrate with those applications, firms are still able to export those costs and import them into CosmoLex, in bulk, for convenience.

If your firm wishes to add periodic soft-cost entries originating from a report from cost-recovery devices, you can consider our WIP (work in progress)-Cost Import function. And, when billing your clients, these imported soft cost items can be shown as individual line items or grouped as one single line item on the invoice, if needed.

Before Getting Started

  • Ensure that the corresponding Client-Matter(s) already exist in CosmoLex, prior to importing data. If your matter does not yet exist, add it first.

  • Ensure that any Timekeepers the expenses will be assigned to already exist in CosmoLex. Add any new timekeepers before you start the import.
  • Export your expenses from your third party application and save it on your computer
  • Complete the import template file for financial data migration. Download the template here.
    • For this purpose, only fill out the Expense tab with the expenses from your export. Do not change the column name headers or the sheet name
      • Expense-Key (Optional) – External identified for this card, if any, from exported file. You can also use your own. This is used for searching or identifying purposes.
      • Matter-Key (Required) – Internal Matter Identifier. You can use the CosmoLex-assigned Index # or Matter File # and choose appropriate flag during import, under import settings.
      • Client Name (Optional) – Client Name as shown in CosmoLex
      • Matter Name (Optional) – Matter Name as shown in CosmoLex
      • Timekeeper – Name (Optional) – The name(s) used here must exist in CosmoLex prior to import, and must be exactly the same as it appears in CosmoLex. Leaving this field blank will assign the entry to the default tikemekeeper set for the user who is importing the file. If the timekeeper name you add is not in CosmoLex, you will receive an error.
      • Billing-type (Optional) – Choose from the following options: Billable, Unbillable, No-Charge. If this field is left blank, it will be considered a Billable entry
      • Date (Optional) – Use the date(s) from your exported file. If the date is left blank for a particular entry, today’s date will be used when creating the expense
      • Quantity (Required) – Enter the quantity as shown on your export. You can enter a number of up to 5 decimal places
      • Price (Required)
      • Tax1-Rate (Optional) – Only applicable if you bill taxes. Specify the tax rate used in % (i.e. if tax rate is 13%, type 13)
      • Tax2-Rate (Optional) – Only applicable if you bill taxes. Specify the 2nd tax rate used in % 
      • Expense-Name – Required only if Description is empty (i.e. Copies)
      • Description – Required only if Expense Name is empty
    • When sheet is completed, save on your computer
Tip

If your expense recovery is from Fax machine or Photocopiers/Printers, you might be able to work with your machine vendor and configure its output file format exactly in the Excel format required by CosmoLex.

Import Entries

Now that you’ve prepared your file and saved it on your computer, you are ready to import your soft costs into CosmoLex. To do so, follow these instructions:

1. Click on the  shortcut on the top right

2. From the list, select Other and click Import Data

3. Select the Import Time/Expense (Work in Progress) option and click Continue

4. To browse for your file, click Choose File. Find and select your file and click

5. Keep “File has headers” checkbox checked, and click Upload.

6. When file is uploaded, you will be taken to the “Import CosmoLex Data” screen. Here, click on the Expense tab to view your imported entries

7. Fix Errors

  • If a red warning icon appears on the entry, click it to see import errors. You can cancel this screen when you’ve noted errors or warnings.

  • Click Import Settings to designate the Matter Key as the Matter Index #, Matter File #, or Matter Import Identifier. This should match the type of number you picked to fill out your file.

  • Ensure the number of Total Errors is 0. If errors still need to be fixed, fix the import file, save and upload again.

8. Verify that the total count shown as “Selected” matches with the number of entries in your spreadsheet

9. If you still have  Warnings, click the Auto-Fix button to resolve. You will see a message asking if you are sure you want to fix the errors, click Yes.

 When errors are gone, you should see a green  icon next to each entry.

10. When ready, click Complete Import and wait for the success message to appear

Learn More

Add and Manage Matter Expenses

Updated on August 31, 2018

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