Taskbill Integration Requirements for
Tabs3 and LitigationAdvisor/CGU Canada Group

This document provides technical information about how to set up Tabs3 in order to facilitate the export of information to the format required by LitigationAdvisor/CGU Canada Group. Please review this document carefully before attempting to export data for CGU Canada Group matters.

LitigationAdvisor Verses TyMetrix

The name "CGU Canada Group" is not the actual name of the insurance company. The correct name is really just CGU. It is called CGU Canada Group in the Taskbill program to help differentiate branches located in Canada verses branches located in the United States. Canadian branches of CGU should be processed by LitigationAdvisor. United States branches of CGU should be processed by TyMetrix. Please make sure you are using the correct format to process your CGU electronic billing.

Task Based Billing

The Task Based Billing Client check box must be selected in Tabs3 for all CGU Canada Group matters. This option is found on the Setup tab in the client data entry program in Tabs3. Selecting this option will force you to enter task codes instead of transaction codes when entering work-in-process for CGU Canada Group matters.

Costs Note: When entering costs in Tabs3, you are required to enter both the Phase/Task code and the Expense code. However, the TASKBILL program exports the Expense code only.

Firm Information

The firm name and city/state/zip must be set up in the Firm Information program of System Configuration. The city/state/zip line must use the 2-character state postal abbreviation and there must be at least one space between the city and state and one space between the state and zip code.

Note: The city/state/zip may be entered on any of the three Firm Address lines as long as it is the last address line used.

Division Name and Division Office Location

The Division Name and Division Office Location fields can be stored in the Tabs3 client file in either the Client Address or the Client Bill To Address. The Division Name needs to be entered into the "Client Name" field or the "Bill To Name" field and the Division Office Location needs to be entered into the "Client City and State" fields or the "Bill To City and State" fields.

Note: If any of the "Bill To Name, City, or State" fields contain data, the "Bill To" information will be used for the Division Name and Division Office Location and the "Client Name, City, and State" fields will be ignored.

Tip: If you want to enter the Division Name and Division Office Location information into the Client Bill To Address, but you don’t want the Client Bill To Address information to print on statements, perform the following steps:
  1. Select the appropriate client in the Tabs3 client data entry program.
  2. On the Billing Preferences tab, change the Bill To Address option from "None" to "Yes".
  3. Enter the Division Name into the "Bill To Name". Enter the Division Office Location into the "Bill To City" (and "Bill To State" if necessary). Save the changes.
  4. Then, with the Billing Preferences tab still displayed, go to the Bill To Address option, and change it from "Yes" back to "None" and save the change.
  5. Note that the information you entered in the "Bill To Address" is still present but is "dimmed". Taskbill will be able to read the information; however, the information will not be included on a Tabs3 statement.

Matter Name

The Matter Name must be entered into the Tabs3 Work Description.

Special Fields

There are several fields required for CGU Canada Group that are not in Tabs3. The fields are the Claim Number, Claim Representative, Invoice Sequence, Matter ID Number, Type of Claim, and Indemnity Amount. During configuration, you are given the choice of where to store these fields in the Tabs3 client file. The following table includes a list of available locations. You will have to make sure to set up all of your CGU Canada Group matters the same way so none of the fields are missing in the electronic data file for any individual matters.

Note: Although you can use any of the following locations to store the special fields, we recommend you use Custom Fields for all of the special fields. However, if you configured clients prior to Version 11 (when Custom Fields were not available), it is not necessary to change all of the matters to use Custom Fields to store the information.

Field Location

Client File Location

Custom Fields Lines 1-50

Custom Fields tab

Miscellaneous Lines 1-3

Custom Fields tab

Contact Name (for Claim Representative only)

Address tab

Beginning Statement Notes Lines 1-4

Statement Options tab

Ending Statement Notes Lines 1-4

Statement Options tab

Client Notes Lines 1-150

Client Notes tab

Billing Notes and Instructions Lines 1-150

Billing Preferences tab

Note: The Invoice Sequence field should contain one of the following text descriptions: INITIAL (for the first invoice), INTERIM (for subsequent invoices), FINAL (for the last invoice), FIRST/FINAL (if this will be the only invoice), or SUPPLEMENTAL (used when a previous invoice was marked FINAL or FIRST/FINAL).

Note: The Matter ID Number contains a unique number assigned by the LitigationAdvisor system for each matter name that is submitted. It must be blank or contain the text "N/A" for initial invoices, since it is assigned only after the first invoice has been submitted.

Split Fee Indication

One of the fields in the header section is the Split Fee Indication. If you use split fee billing in Tabs3 for any CGU Canada Group matters, the split fee percentage will be exported as the Split Fee Indication. All non-split fee matters will have the text "N/A" exported for the Split Fee Indication.

 

Photocopies

LitigationAdvisor requires that the number of copies be present on photocopy transactions. The copy count is determined by the Units field in the cost file.

Note: Task Code E101 is the Expense Task Code used for photocopy transactions. You need to make sure that your Tabs3 photocopy transaction code has been mapped to Expense Task code E101. To do this, select the Task Code program in Tabs3 (File|Open|Miscellaneous|Task Code). Retrieve the E101 task code. Enter your Tabs3 photocopy transaction code in the Transaction Code field.

Photocopy Descriptions

LitigationAdvisor requires that the number of copies and the rate per copy be present in photocopy transaction descriptions. There are two methods to accomplish this requirement.

Method 1: There is an option on the "Task Billing Export" window to Reformat Photocopy Descriptions. Selecting this option causes TASKBILL to ignore the current description stored in Tabs3. Instead, a custom description is generated with the following text: "Photocopy expense N copies @ N.NN each". Refer to the Photocopies section above for more information about how the number of copies and the rate per copy are determined by TASKBILL. Also, note that only cost transactions with Expense Task Code E101 would be affected by this description reformatting.

Method 2: You would have to enter the correct photocopy descriptions into Tabs3 manually. As you enter photocopies into Tabs3 with Expense Task Code E101, make sure the description includes the text "N copies @ N.NN each" at the end.

Note: If you merge transactions into Tabs3 via a data capture device program, you would have to manually edit the photocopy descriptions after the merge to make sure the correct descriptions are present.

 

2003/08