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QUESTION: We have noticed that for multi-matter invoices it changes the primary contact to be the cc contact (if there is a cc). Regular invoices take the primary contact as billing contact. We are starting generating invoices and I can already see the multi-matter invoices are taking the cc contact information over the primary contact.
RESPONSE: Basically, the issue you are experiencing is because the billing contact assigned to the matter in first position of the multi-matter invoice is also a carbon copy, causing it to take priority. The below explains the set-up requirements (billing contact OR carbon copy) as well as describes two changes we will be making so the default billing contact always takes precedence and users are prevented from setting billing contacts as carbon copies.
Regular Matter Invoice: The matter must have at least one billing contact - a contact where regardless of the contact categories assigned to it has the checkbox option “billing contact” check marked. If there is more than one billing contact in matter properties, the application will capture the default billing contact. If a default billing contact is not identified, the application will capture the newest contact. For this reason, many users identify the billing contact as the default one. It creates a habit in case another is added afterwards. Any contacts identified as carbon copy recipients will be added to the “CC list” in invoice properties.
Multi-Matter Regular, Multi-Matter Portfolio or Client Invoice: On invoice creation the application will capture the billing contact assigned to the first matter in the envelope and assign it to the invoice properties main form, as well as update any billing contacts that differ within the specific invoice records included in the main form (envelope). Any contacts identified as carbon copy recipients for all matters included in the multi-matter or client invoice are added to the “CC list” in invoice properties (no duplicates).
This example confirms how a matter is set up. The matter has as the default billing contact the same person as the client - Samantha Walker as well as a second billing contact, which is also set as carbon copy - Tiffany Lipston. When the first matter in the envelope – the driver of the billing contact – has a billing contact that is also set as carbon copy there is a business logic conflict and as a result the matter’s default billing contact is - Samantha Walker; is not considered.
User Next Step: Remove the cc setting from any contacts that are also set as billing contacts. In short, both settings – billing contact and cc – should not be applied to the same contact properties.
Dexco Next Step - Application Modification: As a next step we will update the application invoice creation process to always consider the default billing contact. In the meantime, you may want to update these contacts to have their most often setting - billing contact or a carbon copy.
New Control: Change of current business logic allowing a billing contact to also be carbon copy. The future business logic will limit use of the billing contact and carbon copy settings. Users will only be able to set as carbon copy, contacts that are not already set as Billing Contacts supporting that once the invoice is created the contact can only be a billing contact or a carbon copy, never both.