How to Correct a Mistake on a finalised Invoice (unpaid) - How to reverse an unpaid Invoice
Once an invoice has been finalised, it is assumed that the invoice has been printed and sent to the client. As such, for audit purposes, the contents of the invoice can no longer be amended nor can the invoice be 'deleted'. The only options available to make changes to an invoice after it has been finalised (but prior to payment) are to:
- Adjust/Discount the Invoice - used if you want to apply a discount to the invoice after it has been finalised
- Write off part/all of the Invoice - used if you want to write off a bad debt
- Reverse the Invoice - used if you have made a mistake and you want to re-do the invoice
If you have made a mistake on the invoice or a change is required, you can not edit or delete the invoice but rather you must reverse the invoice and re-process it. The effect of a reversal is that the invoice will be reversed and the reversal is placed on the ledger and all of the invoiced entries are now unbilled.
1. Go to Accounts > Office Tab
First, open the Matter which contains the invoice you want to reverse and then click on the Accounts tab and then the Office Account tab. This will show you a list of all of the invoices on the matter along with any payments/transfers which have been applied to the invoice.
2. Open the Invoice
Next, open the invoice you want to reverse by double clicking it.
3. Reverse the Invoice
To reverse the invoice, click the Reverse button in the bottom left hand corner.
4. Confirm the reversal date
You will be asked to confirm the date the reversal of the transaction took place. Set the date and then click Save & Close.
5. Invoice Reversed
The invoice is now reversed and the invoice reversal is listed on the Office Account ledger below the original invoice.
If you open the original invoice it will be marked as having been reversed.
In the Fees & Disbursements tab, the entries from the reversed invoice will now be marked as 'Billable Next Invoice'.