Add, Edit, and Delete Matters

Matters are the software’s building blocks, allowing you to create timecards, expense cards, invoices, trust transactions, and use the software’s practice management tools.

Your matter options include:

Add
Edit
Copy
Delete
Archive

Add a Matter

To add a matter:

From the left navigation panel, click Matters.
From the toolbar atop the Matters screen, click New Matter. Click on the arrow (>) in the upper left corner of the Add Matter drawer to expand it.

Add Matter Screen Fields

Client Name	Take the appropriate action: Client Already Exists in System Enter the first few characters of the client’s name. A drop-down displays potential matches. Click the appropriate client. The client name populates the field. New Client To the right of the field, click Add Client. The Add Client screen opens. Complete the fields as needed. You can enter only the name and click Save if desired.
Matter Name	From the drop-down, click the matter name. You can also enter a new name or customize the list.
Matter File #	Enter an internal tracking number, if desired. The system can also auto-generate this field.
Billing Method	From the drop-down, click the billing method. If you choose Fixed or Contingency, additional fields will display for fee entry.
Date Opened	Defaults to today’s date. You can use the drop-down to click a different date.
Matter Owner	From the drop-down, click the matter owner.
Area of Law	From the drop-down, click the area of law. This is a required field for Canadian firms.
Notes	Capture notes related to client matter intake or for infrequent reference. This is a dedicated notes section for ongoing case notes.
Enable eBilling	If you wish to enable eBilling for this matter, slide the toggle button on. Note that this button will be disabled if you have not turned on the eBilling settings within the Setup section.
Active	Check the box to make the matter active. If at any point you wish to archive your matter, you can edit the matter, and uncheck this box, then save. That will move the matter to the inactive list within the system.
Matter Type	From the drop-down, select a case type or click on + Create New to create a new case type.
Trust Bank	From the section’s Default Trust Bank field, use the drop-down to click your trust bank. You can also click Add New Bank to add a new trust bank. Important: You must link a matter to a trust bank to enter trust transactions. If you need to add a second trust bank to a matter, choose the default trust bank from the drop-down menu, and then click Add New Bank to add additional trust accounts.
Integrated Payments	This field will be visible if you have integrated payments enabled. Select your default merchant account for operating bank. This will allow transactions to be processed in the correct bank.
Custom Labels	Add a custom label if desired.

In the upper right corner, click Save.

You will see the Settings section in the lower half of the screen with tabs atop the section.
Click on each tab to complete the remaining settings.
If you have enabled the matter for eBilling, you will be redirected to the eBilling page.

Edit a Matter

To edit a matter:

From the left navigation panel, click Matters.
On the Matters screen, either double-click the matter, or click on the three dots (kebab menu) at the end of the row, then from the drop-down, click Edit.
In the tabs on the lower half of the Matter’s screen, click Settings.
From the tabs atop the Settings section, click Matter Info.
On the Settings Matter Info screen, edit the fields as needed. Note: If you entered billable items, you will not be able to enter the billing method.
In the upper right corner, click Save.
The system saves your updates.

Copy a Matter

You can copy a matter’s information and settings into a new matter.

To copy a matter:

From the left navigation panel, click Matters.
On the Matters screen, single-click the matter, click on the three dots at the end of the row and from the drop-down, click Copy.
On the Copy from Source Matter screen, click Edit Client to select a different client or to edit client information, if needed.
From the Matter Name field’s drop-down, click the matter name or enter a new name.
From the Open Date field’s drop-down, click the open date or leave the default to today’s date.
Click Save.

Note: You can use the same file name for two separate matters under the same client provided the file numbers are different.

Delete a Matter

Note: You can delete a matter if you have not entered time or expense cards, invoices, transactions, calendar events, or notes. Otherwise, the matter can only be closed or made inactive.

To delete a matter:

From the left navigation panel, click Matters.
On the Matters screen, single-click the matter, click on the three dots at the end of the row and from the drop-down, click Delete.
The Delete Matter message box reads: Are you sure you want to delete selected Matter? Click Yes.
The system deletes the matter.

Archive a Matter

To archive a matter:

Confirm you are not retaining funds for the matter. If the matter shows a trust balance, you must disburse all funds prior to archiving the matter.
Accrual-based accounting clients must write-off accounts receivable/unpaid balances prior to archiving the matter.
On the Matters screen, single-click the matter, click on the three dots at the end of the row and from the drop-down, click Edit.
On the Matter Info/Definition page, scroll down to the very end of the screen and toggle the button off beside Active.
In the upper right corner, click Save.
The system moves the matter to Inactive status.

UpdatedNovember 4, 2024

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