Last updated: October 4, einvoice. Attorney Manual

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1 einvoice Attorney Manual

2 Welcome to the Bexar County einvoice system! The Bexar County einvoice System is designed to help attorneys submit and track invoices with Bexar County. With this system, an attorney can create a new invoice related to a particular case and list the fees associated with that case. The invoice is submitted to the court, where it will be reviewed and then approved or returned. Attorneys are able to search all previously submitted invoices. The search results will show the status of the returned invoices, allow the attorney to see comments, and link them to the invoice itself. Attorneys will also be able to view invoices that are currently pending, that need action to be completed by the attorney, and all finalized invoices. In each category, the attorney has the ability to see the status of the case by viewing comments on each invoice. If an invoice needs attorney action, the attorney can edit the invoice and resubmit it with the requested changes or information. If any help is needed, please review the einvoice Frequently Asked Questions or contact the appropriate Bexar County court. For technical assistance, the helpdesk can be reached at or

3 Table of Contents Logging into einvoice from outside the Bexar County network... 2 Logging into einvoice from within the Bexar County network... 4 The einvoice home screen... 5 Changing your password... 6 einvoice Home... 7 Submitting a new Invoice... 8 Printing your Invoices einvoice System generated s Searching Existing Invoices View All Invoices Awaiting Action View All Pending Invoices View Recently Completed Invoices Contact Bexar County Logging out of einvoice einvoice FAQs *** Click the Table of Contents item above to jump to that page *** Bexar County Information Technology 1

4 Logging into einvoice from outside the Bexar County network EInvoice is a secure online system that requires user access. Attorney users will enter their bar number as their user id and be required to establish and maintain a secure password. Once your account is activated, you will access the einvoice system via the web at 1. If you are accessing einvoice from outside the Bexar county network, open the Internet Explorer browser and navigate to 2. Click the [einvoice SYSTEM] link 2 Bexar County Information Technology 2

5 3. The first time you log into einvoice, a Security Alert window will appear: a. Check the [Trust this site:] checkbox b. Select the [Always] option button c. Click the [Trust] button 4. Enter your BAR # into the [User name:] textbox a 5. Press tab key b 6. Enter your [Password:] c 7. Select xtrabexar from the [Authenticate using:] drop down list box 8. Click the [Log On] button 4 6 xtrabexar 7 8 Bexar County Information Technology 3

6 Logging into einvoice from within the Bexar County network EInvoice is a secure online system that requires user access. Attorney users will enter their bar number as their user id and be required to establish and maintain a secure password. Once your account is activated, you will access the einvoice system via the web at 1. If you are accessing einvoice from within the Bexar county network, open the Internet Explorer browser and navigate to 2. Enter your BAR # into the [UserID:] textbox 3. Press tab key 4. Enter your [Password:] Click the [Login] button Bexar County Information Technology 4

7 The einvoice home screen Upon logon you will see the einvoice home screen. Along the left side is a set of fly out navigation buttons that allow you to complete tasks such as creating invoices, searching for invoices and checking invoice status. The [I Want To ] menu, will allow you to submit an invoice, change your password or look up help information. 1. einvoice Home Home button will return you back to this main screen. 2. Submit A New Invoice Begins the new invoice process Search Existing Invoices Invoices can be searched by various criteria (i.e. Invoice ID, Check #, Status, Date Submitted etc.). 4. View All Invoices Awaiting Action Displays a list of invoices that require action. 5. View All Pending Invoices Displays a list of invoices that are in the courts queue. 6. View Recently Completed Invoices Displays a list of invoices that have been approved and paid. 7. Contact Bexar County Displays a list of Bexar County contact information. 8. Log Out Logs you out of einvoice. Bexar County Information Technology 5

8 Changing your password You will receive an with a system generated password. Upon the initial logon to einvoice, you may want to change your password to something that is easier to remember. Password requirements: Minimum of 8 characters 1 character must be a number ***Please keep in mind, this will update your password and will affect ALL systems that are accessed through Bexar County eservices. (i.e. einvoice, ediscovery, etc.)*** 1. Click the [I Want To ] menu on the top right corner 1 2. Click [Change Password] 3. Enter your current password 2 4. Enter your new password 5. Type your new password again 6. Click the [Change Password] button Bexar County Information Technology 6

9 einvoice Home Clicking the [einvoice Home] button will navigate back to this main screen. This home screen can also be seen after completing most processes within einvoice. 1. Click the [einvoice Home] button to return to the main screen Bexar County Information Technology 7

10 Submitting a new Invoice You will then follow the process below for each separate cause number for which you are billing the County: 1. Click on the [Submit a New Invoice to Bexar County] button Or Click the [I Want To ] menu > [Submit a New Invoice] 2. Find Case - Enter the case # / Cause # / Identifier / etc Click [NEXT] button 2 3 Bexar County Information Technology 8

11 4. Confirm Case Confirm that the case details are correct. NOTE: If you click previous you will be asked to clear the current invoice and start over. 5. Click [NEXT] button Case Details displayed here. Court Dependent Details displayed here. 5 Bexar County Information Technology 9

12 6. Build Invoice Select the fees being charged to build the invoice. Note: Each invoice must contain at least 1 fee. 7. Click [Choose Fee ] drop down arrow to select a fee 7 8. Optional: Enter comments Click the [Add Fee] button 10. Optional: Repeat Steps 7-9 to add multiple fees Click [NEXT] button 9 Bexar County Information Technology 10

13 12. Confirm Confirm invoice information entered is complete and correct. Note: Previous button can be used to return to the Build Invoice step and add or remove fees. 13. A reference ID can be entered on this record if desired. This is solely for the attorneys use to identify this invoice. Case Details displayed here. 14. A comment may be added to this record if desired. It is optional and not required for the processing of the invoice. If a comment is entered, it will be visible to everyone who has access to view this invoice Click [NEXT] button Bexar County Information Technology 11

14 16. Submit New Invoice Check the Terms and Conditions checkbox 17. Click the [Submit Invoice] button 18. Click [OK] to view the invoice Bexar County Information Technology 12

15 19. The new invoice is displayed with a Pending status with the last status change date. 20. Optional: Click the [Show Related Invoices] to access a list. 21. Optional: Click the [Add New Comment] button Case Details displayed here. 20 Court Dependent Details displayed here. Case Details displayed here. 21 Bexar County Information Technology 13

16 Printing your Invoices While viewing any invoice, they can be printed by using the browsers File > Print command or the CTRL + P keyboard shortcut. Only the invoice will be printed. The navigation bar will not be printed. 1. Click the File menu then [Print] or use the CTRL + P keyboard shortcut 2. On the Print dialog box, Click the [Print] button 1 2 Bexar County Information Technology 14

17 einvoice System generated s Several system generated s will be sent to your address. einvoice will notify new users that access has been granted to the system. einvoice will also generate automated messages for the following stages of Invoice status. Invoice Submitted (see below) Invoice Rejected Invoice Approved/Completed Bexar County Information Technology 15

18 Searching Existing Invoices The Search Existing Invoices button will allow the user to view previously entered Invoices. They can be search for by a variety of criteria such as Invoice ID, Reference #, Status, Category, Case/Cause ID or by Date Submitted. 1. Click the [Search Existing Invoices] button 2. Enter 1 or more criteria for searching for Invoices Click the [Search Invoices] button 2 3 Bexar County Information Technology 16

19 4. Next you will see a list of all Invoices that meet the search criteria entered in step Click Status button or down arrow to expand the view 6. Click the View Invoice button to open the invoice 6 Bexar County Information Technology 17

20 To view all invoices pending attorney action: View All Invoices Awaiting Action 1. Click the [View all Invoices Awaiting Action] button on the home screen Note: The red number indicator will show the number of pending invoices. 2. Click the drop down to expand the invoice details 1 2 Bexar County Information Technology 18

21 3. Click the [View Invoice] button to open the Invoice 3 4. Four buttons will be displayed at the bottom of the Invoice. Note: Only the bottom of the Invoice is pictured below o Go to List will return to the previous list view page of all Invoices pending attorney action. o Delete Delete button will delete the Invoice o Edit Edit button will open the Invoice and allow the user to add/remove fees. o Submit will send it for approval. Bexar County Information Technology 19

22 View All Pending Invoices Viewing all invoices pending approval from the court can be seen on from the navigation bar. 1. Click the [View all Pending Invoices] button to display a list of Invoices with the Pending status 2. Click the drop arrow of the desired Invoice to view the details. 1 2 Bexar County Information Technology 20

23 3. Click the [View Invoice] button to open the Invoice Case Details displayed here. Court Dependent Details displayed here. 3 Bexar County Information Technology 21

24 4. Optional: Click the [Add New Comment] button to add Comments/Events 5. Type a Comment 6. Click the [Save Comment] button Case Details displayed here Bexar County Information Technology 22

25 View Recently Completed Invoices To view a list of invoices that have been reviewed, audited and approved by the court. 1. Click the [View Recently Completed Invoices] button to display a list of Invoices with the Completed status 2. Click the drop arrow of the desired Invoice to view the details. 1 2 Bexar County Information Technology 23

26 3. Click the [View Invoice] button to view the completed Invoice Case Details displayed here. 3 Bexar County Information Technology 24

27 4. Optional: Click the [Add New Comment] button to add Comments/Events 5. Type a Comment 6. Click the [Save Comment] button Case Details displayed here. 5 6 Bexar County Information Technology 25 4

28 Contact Bexar County To view contact information for the various Bexar county courts: 1. Click the [Contact Bexar County] button Bexar County Information Technology 26

29 Logging out of einvoice It is very important that you log out when you have finished using the system, and preferably every time you leave your computer unattended. If you leave yourself logged in, then someone else may wander up to the terminal you have been using, and have access to all your files. They may read, modify, or delete them. They may send s out from your user ID. They may even attempt to hack or damage the system from your user ID and this is your responsibility. By logging out, you prevent anyone else from using your user ID. The system will also auto-log off after a period of idle time. 1. Click the [Log Out] button to terminate the current session The system will also auto-log off after a period of 3 minutes idle time. Click the [Stay Connected] button to prevent an auto logout. Or Click the [Log Out Now] button to terminate your session Bexar County Information Technology 27

30 einvoice FAQs Online help is available in the form of frequently asked questions (FAQ s) through the home screen or via the [I Want To ] menu. These links will direct you to Bexar County Information Technology 28

31 Q. What is my username? A. For an attorney, your username will be your Bar Number. Q. How many attempts at logging in do I have before getting locked out of my account? A. On the 3rd unsuccessful attempt, you will be locked out for 2 hours. After which you may try again. Q. If I forgot my password, how can I reset it? A. Send an to: or call Q. Can einvoice be accessed from home? A. Yes. It is a web based application that can be accessed from any computer with internet access and Internet Explorer 8 or later (however IE9 is preferred). Simply type into your browser s address bar and press enter. Q. Where can I find a copy of the einvoice manual? A. Go to the initial screen: click on the einvoice manual link, select the appropriate manual. Q. Where can I find help for einvoice? A. Click on the I want to link on the upper right hand of the screen and select Get help. Bexar County Information Technology 29

32 Q. Where can I add attorney fees? A. See einvoice Attorney Manual, Submitting a New Invoice section for more information. Q. Can I add a Reference ID? A. Yes. When submitting a new invoice, step 4 (confirmation step) is where you can enter a reference number. Q. How can I search for an Invoice? A. Use the Search existing invoices button (magnifying glass icon) on the navigation bar on the left to begin your search. Q. What does the Pending status mean? A. The invoice is in the court s queue for review and/or approval. Q. Where would I find a related invoice? A. Search for the invoice. Once it is found, click on View invoice. If there are any related invoices, you will see a Show related invoices button. Click on the button to view related invoices. Bexar County Information Technology 30

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