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These notes are provided by Cycom Data Systems, Inc. to support the use of CLNG (CityLaw/CountyLaw Next Gen) and are intended to be used for review of general topics covered during training.
If you discover an error in this document, or if you encounter any problems performing any steps described, please contact Cycom Support at support@cycominc.com or by calling 888-292-6688.
All Finance related data are managed in the Matter Finance view which can be accessed by clicking on the Dollar icon from the Module Tool Bar. The Finance Features will work the same in all modules.
If you hover over the icon, the label Finance will appear. Once you have clicked on it, the word Finance will be visible under the Toolbar (highlighted in yellow in the image below).
The Finance option is for tracking any type of expense related to a matter.
Contents for Finance:
General Layout & Organization
The example view below is from the Assignments Module, but the Finance view will look the same in all Modules.
To make data entries click Edit first in the top left corner of the screen. Once the button is clicked. It will be replaced by the Save and Cancel buttons.
Once the data has been entered, click Save to retain the information, or click Cancel to return to the original screen.
Add Payment View
The Add Payment button to the right of the Edit button is for a quick entry of information. If you already know the Object Code for your entry, you can use this quick access button to enter your data and it will populate in the correct field.
If the Object Code is for a reserve fund, the proper form will appear as soon as you select the appropriate reserve Object Code from the drop-down.
An example of General Funding Reserve Form.
If you don't know the Object Code, go to the field you wish to enter the data for and click on the Grid Icon to the right of that field. The proper form will show.
Finance Matter Data Fields
The Finance View includes the following sections and fields:
Probability
Time
Collections
Reserves
Expenditures
Prayer Amount
This is the amount the claimant or plaintiff is asking for.
Max Value
This is the maximum amount the Attorney expects to pay.
Awarded/Settled
This is the actual amount paid to the claimant or plaintiff.
Fiscal Year
The year the Attorney expects this Awarded/Settled amount to be paid.
Funding Source
The fund the Awarded/Settled amount is being paid to the claimant or Plaintiff. For example, Insured Fund, Liability Insurance or Professional Negligence Insurance Fund, etc.
Probability
The label for this field is customizable as well as the data within the drop-down list.
Probability (Prob Max)
The maximum value the probability that the city or county will end up paying.
Probability (Prob Rsrv)
The reserve value the probability that the city or county will end up paying.
Time
A way to track staff hours and payments. If your site uses Time Accounting, this is where the total hours and their associated dollar amount will show.
Total hours
These are the hours spent by staff working on the matter.
Total Amount
If rates have been associated with staff members, the total rate amount times the hours will be shown in this field.
Collections
This is the same as subrogation or third-party claims. It is the projected amounts that the city or county expects to collect on a matter from other sources.
Projected Revenue
The total projected amount that the municipality (city/county) will be able to collect.
Collected
The actual Total amount collected from various sources.
Clicking the Grid to the right of the field will allow you to enter individual amounts collected from various sources.
When you click the Grid Icon a Collected Payments window will open.
Click the blue Add Payment button to the right of the screen. An Add Collected Payment view will open with data fields to be filled out. You will need to scroll down to view the remainder of the fields within the Add Collected Payment view.
The fields include General information: Payment Date, Amount, Object Code, Requestor. Vendor/Payee: Vendor/CCP1, Payee/Payor, Address, Phone, Tax ID. Payment Details: Dept., Client, Organization, Court Number, Funding Source, Bill Through, Invoice Number, Invoice Date, Description. Status: Council File Number, Council Approval Date, Confirmed Paid Date, Check Number, Paid, Notes.
The Payment Date field will auto-populate; the fields labeled with an asterisk (*) are mandatory. It is best practice to fill out as many of the fields as possible. An error message will notify you, should you forget to fill out the mandatory fields.
Reserves
A way of encumbering funds so that the finance department can properly plan for their financial risk.
Open Expense Reserve
What is remaining in the reserve fund will be shown in this field.
The Open Expense Payment Grid fields include Payment Information: Payment Date, Total Amount, Object Code, Description, Notes.
The Payment Date will auto-populate. The fields with an asterisk (*) are mandatory.
Open Indemnity Reserve
The amount encumbered to cover anticipated settlement costs, for example, bodily injury, the plaintiff's vehicular damage, medical bills, etc.
The Open Indemnity Payment Grid fields include Payment Information: Payment Date, Total Amount, Object Code, Description, Notes.
The Payment Date will auto-populate. The fields with an asterisk (*) are mandatory.
Expenditures
The tracking of expenses relating to a matter.
General Expenses
Various expenses relating to the matter, such as courier costs, copier costs, filing fees, etc.
Clicking the grid to the right of the field will allow you to enter individual amounts relating to General Expenses.
When you click the grid icon a General Expense Payments window will open.
Click the blue Add Payment button to the right of the screen. An Add General Expense Payment view will open with data fields to be filled out. You will need to scroll down to view the remainder of the fields within the Add General Expense Payment view.
The fields include General information: Payment Date, Amount, Object Code, Requestor. Vendor/Payee: Vendor, Payee/Payor, Address, Phone, Tax ID. Payment Details: Dept., Client, Organization, Court Number, Funding Source, Bill Through, Invoice Number, Invoice Date, Description. Status: Council File Number, Council Approval Date, Confirmed Paid Date, Check Number, Paid, Notes.
Expert Witness
The cost of having contracted expert witnesses on behalf of the municipality (city/county).
Clicking the Grid to the right of the field will allow you to enter individual amounts relating to Expert Witness Expenses.
When you click on the grid icon, an Expert Witness Payments window will open.
Click the blue Add Payment button to the right of the screen. An Add Expert Witness Payment view will open with data fields to be filled out. You will need to scroll down to view the remainder of the fields within the Add Expert Witness Payment view.
The fields include General information: Payment Date, Amount, Object Code, Requestor. Vendor/Payee: Vendor, Payee/Payor, Address, Phone, Tax ID. Payment Details: Dept., Client, Organization, Court Number, Funding Source, Bill Through, Invoice Number, Invoice Date, Description. Status: Council File Number, Council Approval Date, Confirmed Paid Date, Check Number, Paid, Notes.
Contract Counsel Expenses
The cost for an outside attorney firm contracted to assist with this matter.
When you click the Grid Icon, a Contract Counsel Payments window will open.
Click the blue Add Payment button to the right of the screen. An Add Contract Counsel Payment view will open with data fields to be filled out. You will need to scroll down to view the remainder of the fields within the Add Contract Counsel Payment view.
The fields include General information: Payment Date, Amount, Object Code, Requestor. Vendor/Payee: Vendor, Payee/Payor, Address, Phone, Tax ID. Payment Details: Dept., Client, Organization, Court Number, Funding Source, Bill Through, Invoice Number, Invoice Date, Description. Status: Council File Number, Council Approval Date, Confirmed Paid Date, Check Number, Paid, Notes.
Settlements
Indemnity expense payments, such as awards, settlements, bodily injury, etc.
When you click the grid icon a Settlement Payments window will open.
Click the blue Add Payment button to the right of the screen. An Add Settlement Payment view will open with data fields to be filled out. You will need to scroll down to view the remainder of the fields within the Add Settlement Payment view.
The fields include General information: Payment Date, Amount, Object Code, Requestor. Vendor/Payee: CCP1, Payee/Payor, Address, Phone, Tax ID. Payment Details: Dept., Client, Organization, Court Number, Funding Source, Bill Through, Invoice Number, Invoice Date, Description. Status: Council File Number, Council Approval Date, Confirmed Paid Date, Check Number, Paid checkbox, Notes.
Total Expenditures
Total of all the expense categories. This is calculated and adjusted automatically as values are entered in the expense fields.
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