S Legal-X Help Line Item Tax Copyright Information: Legal-X, Allegient, Legal exchange, Bottomline Technologies and the BT logo are the trademarks or service marks of Bottomline Technologies (de), Inc. which may be registered in certain jurisdictions. All other trademarks, trade names or service marks referenced herein are the property of their respective owners.
Table of Contents Item Level Sales Tax... 3 Uploading a LEDES 2000 or 1998B File... 3 LEDES 1998B... 3 Submit Invoice with Line Item Tax... 6 LEDES 2000 File... 6 Submitting a LEDES 2000 File with Line Item Tax... 6 Submitting a LEDES 2000 File without Line Item Tax... 7 Viewing Tax Rate Applied to Line Items Before Submission... 7 Manual Invoices... 8 Viewing Tax Rate Applied to Line Items After Submission... 9 Modifying Line Item Tax... 10 Appeal Response Report Line Item Tax... 11 Viewing the Appeal Response Report... 11 Bill Analysis Report Line Item Tax... 12 Help Desk Contact Information... 12
Item Level Sales Tax The item level sales tax functionality will allow our clients the option to configure their program to support the processing of invoices that have taxable and non-taxable items, as well as invoices that have multiple tax rates. *If your client has decided not to enable item level tax for their program, you will not be able to submit or enter invoices with line item tax for that program. Legal-X supports the LEDES 1998B and LEDES 2000 industry standard file formats and manual entry of invoices. Currently, LEDES 2000 is the only file format which supports tax at the item level. More information on the LEDES 1998B and LEDES 2000 file formats can be found on the LEDES website - http://ledes.org/. Uploading a LEDES 2000 or 1998B File Follow these instructions to upload a file to Legal-X. 1. Select the Submission menu. 2. The Submission Queue is displayed. 3. Select the Upload Invoices button at the bottom of the page. 4. The Upload Invoices page is displayed. 5. Select the format for the file(s) that you would like to upload. 6. Select the Browse button to locate the file you wish to upload. 7. Locate your file and select the Open button to select it. Repeat this step up to two more times for a total of three files if desired. 8. The Upload Invoices page will be displayed with the files(s) selected displayed. 9. Select the Upload Invoices button to proceed or Return to Submission Queue to go back to the Submission Queue. 10. If your file(s) are successfully uploaded, the Overall Submission page will display summary information regarding the invoice file(s) uploaded. 11. Select Continue to proceed with the file upload or Cancel to return to the Upload Invoices page. 12. You will be returned to the Submission Queue and your invoice will now be displayed in the queue. LEDES 1998B Check the status of your invoice(s) - if the status of your invoice is green or yellow, you can proceed with your submission. The LEDES 1998B file does not support line item tax. Vendors will have the opportunity to edit the invoice once uploaded (before submission), to add the sales tax rate to the appropriate line items. Legal-X will allow vendors to apply line item tax to: (1) all line items, (2) fee 2013 Bottomline Technologies (de), Inc. 3
line items or (3) expense line items. This will also allow the override of existing tax rate values prior to submission of an invoice. 1. Navigate to the Submission Queue and upload your file. 2. Edit the invoice to apply a tax rate by selecting the Invoice Number link. 3. On the View Invoice page, select the Edit button. 4. On the Edit Invoice page, check the Line Item Tax box, then select Save. 2013 Bottomline Technologies (de), Inc. 4
The system will prompt you to ensure that you want to modify your invoice to have line item tax. Click OK to apply tax at the item level. Note: Selecting Cancel will change the tax indicator to item level and will not apply tax to line items 5. Click OK to apply tax to the appropriate line items. The Apply Line Item Tax pop-up window will be displayed. 6. Enter the sales tax rate. 7. Select the type of line item to which the tax rate will be applied. a. Both All line items will be updated with the sales tax rate entered. b. Fees The sales tax rate entered will be applied to fee and fee credit line items only. c. Expenses The sales tax rate entered will be applied to expense and expense credit line items only. 8. Click Apply to save and apply the tax rate Once applied, the sales tax column on the View Invoice page will be populated with the appropriate tax rate for each line item. This column is only visible when item tax is enabled for the invoice. 2013 Bottomline Technologies (de), Inc. 5
When complete, click Done to return to the Submission Queue. The invoice on the Submission Queue will now display See Invoice in the columns Sales Tax Fee and Sales Tax Expense. Submit Invoice with Line Item Tax 1. In the Submission Queue, select the invoice and click Submit. 2. Select Get Tracking Number for final submission. When complete, click Done to return to the Submission Queue. The invoice on the Submission Queue will now display See Invoice in the columns Sales Tax Fee and Sales Tax Expense. LEDES 2000 File A LEDES 2000 file that has been submitted with line item tax will not have to be edited, but simply uploaded and submitted. Please contact your time and billing software to inquire as to whether or not they can support this invoice format. File specifications can also be found on www.ledes.org. Files uploaded with line item tax will display See Invoice in the Submission Queue, under the Sales Tax Fees/Expense columns after upload. Submitting a LEDES 2000 File with Line Item Tax After uploading the invoice to the Submission Queue 1. Submit invoice with Line Item Tax. a. In the Submission Queue, select the invoice and click Submit. b. Select Get Tracking Number for final submission. * An invoice is considered to have line item tax, when any activity line has a tax rate greater than zero. PLEASE NOTE: Invoices with item tax that are uploaded for a program not configured for item level tax will be displayed with an error status in the Submission Queue. The status will display the red stop sign and the hover message will read: Error: The associated program is not configured to accept line item level tax. In order to submit, the invoice must be edited and tax changed to the invoice level. To edit your invoice: 1. Click on the Invoice Number link. 2. Click the Edit button in View Invoice header. 3. In the Edit Invoice page uncheck Line Item Tax indicator. a. If your invoice is to be submitted with invoice level tax enter the Sales Tax amount in the fields provided for Fees and Expenses 4. Upon saving you changes you will be asked to verify the changes made. 2013 Bottomline Technologies (de), Inc. 6
5. Click OK to save the changes. a. All line item tax rates will be removed and the invoice will now be at invoice level. These changes cannot be reversed. Submitting a LEDES 2000 File without Line Item Tax 1. After invoice upload, click on the Invoice Number link. 2. Click the Edit button to the right of the invoice number (figure 2). 3. On the Edit Invoice page, check the Line Item Tax box, then select Save (figure 3). 4. Click OK to prompt you to apply tax at the item level. Selecting Cancel will change the tax indicator to item level and will not apply tax to line items. 5. Click OK to apply tax to the appropriate line items. 6. The Apply Line Item Tax pop-up window will be displayed. 7. Enter the sales tax rate. 8. Select the type of line item to which the tax rate will be applied. b. Both All line items will be updated with the sales tax rate entered. c. Fees The sales tax rate entered will be applied to fee and fee credit line items only. d. Expenses The sales tax rate entered will be applied to expense and expense credit line items only. 9. Click Apply to save and apply the tax rate. Viewing Tax Rate Applied to Line Items Before Submission 1. After invoice upload, click on the Invoice Number link or the See Invoice link. 2. On the View Invoice page - Sales Tax for the line items will display in the Sales Tax column. 3. After review of line item, click Done to return to the Submission Queue. 2013 Bottomline Technologies (de), Inc. 7
Manual Invoices If you do not use a LEDES file to submit invoices via Legal-X, invoices can be manually keyed and the sales tax rate added. Navigate to the Submission Queue by clicking on the submission tab 1. Click Enter Invoice. 2. Enter the invoice details in the Create Invoice screen. Line Item Tax? Checkbox will automatically be checked. If you uncheck, you will not be able to enter your sales tax by line item. 3. After saving all information in the Create Invoice screen you will be brought to the View Invoice Page to add your line items. Click Add Line Item button. 4. Enter information in the Create Line Item screen. The tax rate first entered will be the default tax rate used for subsequent line items. 2013 Bottomline Technologies (de), Inc. 8
5. Select Save to save line item information when completed. Once back on the View Invoice page, click Done to return to the Submission Queue. 6. From the Submission Queue, select the invoice. Click Submit you will be brought to the Bill Review screen. Click Get Tracking Number for final submission. Viewing Tax Rate Applied to Line Items After Submission The tax rates associated to an invoice with item level tax can be viewed on the Invoice Status page after the invoice is submitted to Legal-X. 1. Navigate to the Invoice Status page. 2. After final submission (Get Tracking Number) a. Click on the Invoice Number link to be brought to the Invoice Status page or b. Hover on the Submission menu and select Prior Submissions. You will see a list of invoices submitted in order of last submitted. Click on the Tracking Number link. 2013 Bottomline Technologies (de), Inc. 9
Then click on the Invoice Number link. If item tax exists, the Sales Tax will be displayed with the line item details. This column is only visible when item tax is enabled for the invoice. Modifying Line Item Tax Line Item tax can be modified for any invoice with line item tax that has not yet been submitted to the Legal-X. Also, vendors who have uploaded an invoice and have selected not to apply item tax when changing the tax indicator to item tax can apply tax to their desired line items. 1. Navigate to the Submission Queue and upload your file. 2. Edit the invoice to apply a tax rate by selecting the Invoice Number link. 3. On the View Invoice screen the Apply Tax button will be visible. This button is only visible when Line Item Tax is enabled for the invoice. 4. Click Apply Tax. 5. Apply item tax pop-up window will be displayed (see figure 6). 6. Enter the sales tax rate. 7. Select the type of line item to which the tax rate will be applied. a. Both All line items will be updated with the sales tax rate entered b. Fees The sales tax rate entered will be applied to fee and fee credit line items only c. Expenses The sales tax rate entered will be applied to expense and expense credit line 2013 Bottomline Technologies (de), Inc. 10
items only 8. Click Apply - to save and apply the tax rate. The Sales Tax column will display the new rate entered. Appeal Response Report Line Item Tax An appeal created for an invoice with line item tax will have an appeal response issued with item tax if appropriate. The process for creating an appeal has not changed; however, the Appeal Response Report will display the associated tax information. Please refer to the Appeals Help document on how to create an appeal, located under the Help menu if you need assistance. Viewing the Appeal Response Report 1. Navigate to the Invoice Status page. 2. Click the hyperlink to the right of Appeal Responses. 3. The Appeal History window will appear. Click the view link to the right of the Total Credited amount under Responses. 4. The Appeal Response Details window will now open click on the Print Response button. The Appeal Response Report was updated to include a footer to identify that tax rates were applied at the 2013 Bottomline Technologies (de), Inc. 11
line item level. If item tax is present, the tax amount will be calculated as the aggregate tax for the credited items. Bill Analysis Report Line Item Tax The Bill Analysis Report was updated to include a footer to identify that tax rates were applied at the line item level. If item tax is present, the Tax Amount column will be calculated based on line item tax rates. The tax amount will be calculated as the aggregate of the item tax for both fees and expenses. A footnote will display under the Bill Analysis Summary, noting that the tax rate was specified at the line item level - Tax rates for this invoice were specified at the line item level. Help Desk Contact Information Phone: 1-866-645-7444 or 1-603-501-5430 Email: legalxsupport@bottomline.com 2013 Bottomline Technologies (de), Inc. 12