Expense Code Xref

Expense Code Xref (cross reference) in Juris maps your firm’s internal expense codes to the client-specific codes and descriptions that appear on their bills. This feature allows expenses to be entered using your standard codes while automatically displaying the client’s preferred codes on billing outputs. Users can search for, edit, delete, and create Expense Code Xrefs to tailor billing formats—particularly for mandated electronic bills via JurisBX.

This article covers the following:

• Overview of Expense Code Xref
• Find a Expense Code Xref
• Edit a Expense Code Xref
• Delete a Expense Code Xref
• Create a Expense Code Xref

Overview of Expense Code Xref

The Expense Code Xref (Cross Reference) feature allows you to map your firm’s internal expense codes to the client-specific codes and descriptions that appear on their bills. If a client uses a different coding system than your firm’s standard expense codes, the Xref maps your code to their preferred code. This means that expenses can be entered into Juris using your normal expense codes while automatically displaying the client’s code on their bill.

How It Works

• Mapping Expense Codes: Expense codes are entered into Expense Code Cross Reference Lists. These lists establish a relationship between your Firm Expense Codes and the corresponding Client Expense Codes. For example, your firm’s Expense Code for copy expenses might be E101, but a particular client may require that the code COPY is used on their bills.
• Assignment to Clients and Matters: Once the Xref list is created, it can be assigned to the relevant Clients and Matters. In the bill formats, the cross-referenced code and description replace your firm’s default values. This is often necessary when using JurisBX to generate mandated electronic bills.
• Defaulting to Standard Codes: If an Expense Code Xref is applied to a Client or Matter, not every firm expense code needs to be mapped. For any expense code that is not included in the Xref list, Juris will revert to using the Standard Expense Code schedule.

This system ensures that your internal coding practices remain intact while tailoring the billing presentation to meet the specific requirements of your clients.

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Find a Expense Code Xref

The Finder tool in Juris is pre-configured to search only within Expense Code Xrefs. To search for a cross reference entry, follow these steps:

1. Navigate to Expense Code Xref by selecting Tables > Expense Code Xref.
   
2. Open the Finder Form by selecting Tools > Find from the menu.
3. Review the default settings. The Look In field displays the path: Juris\Tables\Expense Code Xref. The Search Subfolders option is enabled by default.
4. Optional: Refine the search by checking the Case Sensitive box if you want the search to match the exact case.
5. In the Named text box, enter all or part of the expense code name or description.

   Details of the Expense Code Xref (cross reference) spreadsheet are not included in the search.

6. Initiate the search by clicking the Find Now button or press Enter. The search results display at the bottom of the form.
   
7. Double-click an item to open it.

   Click the New Search button to clear the current search criteria and results before performing a new search.

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Edit a Expense Code

To edit an existing Expense Code cross reference, follow these steps:

1. Access the Table by selecting Tables > Expense Code Xref.
2. Find the Expense Code Xref and double-click the icon or description to open it.
3. Modify the details as required.

   The Expense Code Xref itself cannot be changed.

4. Optional: Spell check the form by clicking the Spell Check icon on the toolbar.
5. Save the modifications by clicking the Save icon on the toolbar.

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Delete a Expense Code Xref

To delete an existing expense code cross reference, follow these steps:

1. Access the Table by selecting Tables > Expense Code Xref.

2. Find the Expense Code Xref and double-click the icon or description to open it.

3. Click the Delete icon on the toolbar.

   If the Expense Code Xref is referenced elsewhere in Juris, a message will indicate that it cannot be deleted.

4. At the confirmation prompt, click Yes or press Enter. The expense code cross reference is deleted.

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Create a Expense Code Xref

To create a new expense code cross reference, follow these steps:

1. Access the Table by selecting Tables > Expense Code Xref.

2. Click the New icon on the toolbar. This opens the Expense Codes Xref – New window.
   

3. Enter the expense code cross reference information:

   1. Cross Reference List Name: Enter a 1–4 character code (digits, alpha characters, or a combination).

   2. Cross Reference List Description: Enter up to 30 characters.
      

4. Optional: Perform a spell check by clicking the Spell Check icon on the toolbar.

5. Click the Save icon on the toolbar. Once saved, the Expense Code Xref icon appears.
   

6. Click the Expense Code Xref icon to open the Expense Xref schedule.

7. In the Firm’s Code column, enter the Expense Code as it appears in your firm’s standard schedule. You may also use the lookup icon to select from a list of available Expense Codes.

8. In the Client columns, enter the Expense Code details as required by the client.

   1. Client's Code: Enter 1–8 alphanumeric characters.

   2. Client's Description: Enter 1-99 alphanumeric characters.

      

9. Click Save to confirm the new cross reference entry. The new Expense Code Xref is now active and can be assigned to applicable Clients and Matters.

   You can design bill formats to include the cross-referenced codes and descriptions. This is often a requirement for creating mandated electronic bills using JurisBX.

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