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Exchange • Spring 2013 > Tips and Tricks

Tips and Tricks

The following are tips and tricks to help when using Thomson Reuters Elite software products.



3E Accounts Payable

In 3E, a consolidated payment can be made to a single payee (super vendor) on behalf of payees for which vouchers and payments were created (incurring payees). For example, in the case of a corporate credit card statement, expenses are incurred by employees in the course of transacting business, but the payment is consolidated and remitted in the name of the creditor.

For a super vendor payment, vouchers are created with the super vendor as the payee of record documenting the individuals who incurred the expenses. When a voucher is created and assigned to the super vendor, those payees established as incurring payees can be documented as the parties responsible for incurring the expenses on the voucher.


The Recurring Journal - Define process allows users to define recurring journal entries.

» Defining a Recurring Journal Entry

  1. Select the Recurring Journal - Define process from the 3E GL dashboard.
  2. The Recurring Journals form displays. Click Add.
  3. Enter in the required information.
  4. Click Add to enter in your Recurring JE Lines as needed.
  5. Submit.

The Recurring Journal - Generate process allows users to generate recurring journal entries (RJE) that occur every month, such as payroll, accumulated depreciation and automatic withdrawals, or to post transactions imported from third-party systems.

» Generate a Recurring Journal Entry

  1. Select the Recurring Journal - Generate process from the 3E GL dashboard.
  2. Select your RJE Name (from the one you previously defined).
  3. Type information about the new entry in the worklist grid or form fields.
  4. Click Generate which will take you into General Journal Entry to make additional changes if needed.
  5. Click Submit to enter your General Journal Entry into the system.

  6. Click Submit to leave the Recurring Journal Entry – Generate process.

Invoice Management 

Make your Trust Payments Electronically!

  1. Select Trust Payment Type process from the Trust Setups dashboard.
  2. Add a new (or query for an existing code) Trust Payment Type.
  3. Verify the Electronic Payment checkbox exists and is enterable.
  4. Click Submit.



Now It is Easier to Prevent Billable Time from Being Lost

You can automatically open the Time Entry pop-up window when opening:

  • Matters Record
  • Files Record
  • Outlook e-mail, PDF, Word document, or Excel spreadsheet
ProLaw - It is now easier to prevent billable time from being lost


Have You Ever Had a Timecard that You Could Not Find Where The Worked
or Billed Rate Was Coming From?

This occurs because one rate may be used over another depending on the billing rate hierarchy. One or more of the following rates may apply to the matter, client or timekeeper:

  • Exception Rates
  • Discount Groups
  • Activity/Override Codes
  • Max Rates, as well as others

To determine which rate a timecard is using, follow the Enterprise Rate Hierarchy list from top to bottom to find the rate.

For example:

  1. Using the list below, take a look at the Matter on the timecard (Billing Manager > Master Files > Matter - Billing 1 tab) to determine if the Discount Group field is populated. If it is, view the Discount Group Code setting (Billing Manager > Setups > Matter/Client/Timekeeper > Discount Group Codes). If this field is not populated on the matter, continue to the next rate in the rate hierarchy list – Activity Rates and Override Amounts.
  2. On the timecard, determine if an Activity Code was used (see screenshot below). If it is populated, look at the Activity Code setting (Billing Manager > Setups > Time/Cost/Ledger > Activity Codes). If this field is not populated on the timecard, continue to the next rate in the list until you find the rate that is used on the timecard.

Below is the rate hierarchy for Enterprise 3.8 and 3.9.

  1. Discount Group
    The Volume Discount is added once a threshold/milestone has been reached. If percent or amount deviation discount exception rates are used, they are applied to any exception rate or the timekeeper's rate on a matter.
  2. Activity Rates and Override Amount
    If an activity code is used on the timecard, the rates associated with the Activity code override the matter/client rates.
  3. Maximum Matter Rate/Maximum Client Rate (whichever is lower)
    Note: There is a vboption (Tools > Options > Matter) titled Matter Max Rate overrides Client Max Rate. If this vboption is set to 'True', the matter max rate prevails (if one exists), even if the client max rate is lower. New in Enterprise 3.8, is the matter vboption Matter non-maximum Exception Rates Override Client Maximum Rate. If this option is set to 'True' (then both options must be set to true) and any type of non-maximum matter exception rate (Timekeeper, Title or ALL), as well as the Matter Max Rate, will override the Client Max Rate. For more information on these options, see KB article 111033: Customization Tools User Guide – Enterprise 3.9.
  4. Matter Exception Rate by Timekeeper
  5. Matter Exception Rate by Title
  6. Matter Exception Rate/ALL
  7. Client Exception Rate by Timekeeper
  8. Client Exception Rate by Title
  9. Client Exception Rate/ALL
  10. Matter Rate Code Pointer
  11. Matter Rate Code

Note: Enterprise 3.7, 3.6, 3.5 and lower follow their own rate hierarchy.

See Thomson Reuters Elite Knowledge Base ( article 70253 for the rate hierarchy used in your version of the Enterprise application, as well as an easy to follow chart for each.



Envision Go to Menu

The "Go to…" menu is available throughout the Envision browser and provides an easy to use look-up and launch facility to other Envision applications if a particular application toolbar does not contain the specific button you require. For example you can launch the Time clocks directly from within the matter details page as follows:


Select the "Go to…" button on the left navigation area and type "time" into the search box.


The list of matching Envision applications are shown in the results area. Select "clocks" from the list and the applications will launch.



Filter Search Results

After running a search, you can quickly filter your results in order to further qualify the found relationships.

For example: If you are looking for relationships with people of a certain seniority level, there's a filter for that. There are also several filters that help you narrow your results by location.



Track Changes

Changes you make to a document can be tracked in Microsoft Word. This is used when documents are being reviewed by others. You can then accept or reject those changes. If they are not accepted or rejected then anyone who views the document can see amendments including text added and removed plus formatting changes. Microsoft Word 2003 has Display Changes on as default and the Client or Associate could potentially review all of the revisions. This is by design in Word and is not an option controlled by OMS MatterSphere. MatterSphere has a facility to turn track changes on or off across all users, as well as for individual users to be able to use the feature if required. If Track Changes has been used, MatterSphere warns of Track Changes being visible when you open a document or send a document by email.

  1. Warning of Track Changes
    When you open a document through MatterSphere that has unaccepted 3 track changes in it, a warning displays to inform you.
  1. Accept Track Changes
    With a Word document open, select the Review ribbon. Select Accept and select Accept All Changes in Document.
  2. Turn Off Track Changes
    In the Review ribbon. Select the Track Changes icon. This switches track changes on and off on the document. The status of Track Changes can also be viewed and set on the Word status bar. Right click on the Word Status Bar (bottom of the window) and select Track Changes. You can then see whether it is on or off. Click on the On/Off text to switch it on or off. Save the document with track changes accepted and switched off. This should be done before emailing the document to a client.
  1. Remove Track Changes Before Emailing a Document
    When you select to email a document from MatterSphere, if track changes are detected in the document a message displays asking if you want to remove them before emailing. Select Yes to remove the tracked changes. This accepts all the changes in the document.


View Two Engage Windows Side-By-Side

View two Engage windows side-by-side, by right-clicking on a sub tab and selecting Open in New Windows

View 2 Engage Windows Side-by-side


Why Do I Receive a Notice for an Invalid Matter Number when I Send a File to Legal Precision?

For Legal Precision/Examen, eBillingHub needs both the Legal Precision file number and the Legal Precision matter number. The ClientMatterID and BillAgentMatterID must be mapped and contain values in order to submit the invoice.

  • The field ClientMatterID must contain what LegalPrecision calls File Number
  • The field BillAgentMatterID must contain what LegalPrecision calls Matter Number

For more tips and tricks, visit the Knowledge Base at If you have a tip or trick you would like to see in upcoming issues or you were able to use one or more of the tips and tricks above, please contact Shannon Scharkey at

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