How to Correct a Mistake on a paid Invoice - How to reverse a paid Invoice
Once an invoice has been paid the contents of the invoice can not be amended nor can the invoice be 'deleted'. 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. However before you can reverse the invoice you must first reverse the payment transaction. The effect of a reversal is that the invoice and the receipt or transfer will all 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. Find the Invoice that you want to reverse
Find the invoice you want to reverse and make a note of its transaction number. The receipt(s) which has been applied to the invoice will have in its description a reference to the transaction number of the invoice to which it has been applied.
Note: You can't reverse the invoice until you have reversed the payment. If you try to reverse the invoice before reversing the payment you will be prevented from doing so.
3. Open the applied Receipt
Next, open the receipt that was applied to the invoice that you want to reverse. To open the receipt, double click it.
4. Reverse the receipt
To reverse the receipt, click the Reverse button in the bottom left hand corner.
5. 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.
6. Receipt Reversed
The receipt is now reversed and the reversal is listed on the Office Account ledger below the original receipt.
If you open the original receipt it will be marked as having been reversed.
7. Open the Invoice
Now open the invoice that you want to reverse by double clicking it.
8. Reverse the Invoice
To reverse the invoice, click the Reverse button in the bottom left hand corner.
9. 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.
10. 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'.
