Can I export my disbursements to Cosmolex from Prolegis?

Cosmolex Set Up

Before you will be able to import your fees and disbursements into Cosmolex, you will need to set up a Custom Import.

To add a Custom Import to Cosmolex, go to the left navigation panel in Cosmolex and click Setup. On the left side of the Setup screen click Import Definitions. From the toolbar, click Add.

For Import Type choose “Expense”

For Name type "Prolegis Solutions"

For Description type "Disbursements Import"

For Delimiter choose “Comma”

For Data Has Header choose “No”

For "Selected Ordered Fields” add the following fields (if not already added), in the following order:

1. Matter File Number

2. Date

3. Expense Code/Name

4. Quantity

5. Rate

6. Taxable

Click Save. For additional instructions on setting up a Custom Import, go to https://support.cosmolex.com/knowledge-base/manage-custom-import-definitions/

Export disbursements from Prolegis

To export the disbursements from Prolegis, go to the matter you’d like to export the disbursements from, go to the Actions menu and click Fee Estimation.

In Fee Estimation, once your fees have been saved they will be available for export to Cosmolex.  Go to the bottom of the page to and click the blue Export button.  Hover over Cosmolex and click Disbursements.  The file you will import into Cosmolex will automatically be downloaded.

Import Disbursements into Cosmolex

To import the disbursements into Cosmolex, go to the left navigation panel and click on Activities.  Go to the Time/Expense menu.  Click the “Action” button and click on Custom Import.  In the Custom Import screen, select Prolegis Solutions and click Next.  Choose the disbursements export file that came from Prolegis and click Upload.  

TIP - to find the export file, go to your downloads folder and look for the most recently added files.  The beginning of the file name will be export-disbursements-Cosmolex…

When uploaded, select the disbursements you would like to upload and select “Complete Import” to complete the import.  The disbursements will be added to the matter.  

TIP - for the export to work properly, the matter number in Prolegis needs to match the matter number in Cosmolex exactly.  If not, the expenses will not load properly.