FAQ: Why Can I Not Archive a Matter?

Answer: Follow these steps to resolve the issue:

The system prevents matters from being archived unless specific criteria are met. Below are the common reasons and solutions.

Criteria to Check Before Archiving a Matter

1. Ledger Balances:

   • Ensure that the balances for the following are zero:

     • Office Ledger

     • Trust Ledger

     • Controlled Money Ledger

2. Reconciled Payments:

   • Verify that all trust and office payments are reconciled.

3. Billable Items:

   • Ensure there are no billable items (including fees, disbursements, or cost recoveries) remaining in the matter.

4. Error Example: If there are billable items, the system will display a warning message 

   Solution: Delete or write off these items to clear the balance.

Resolving Unreconciled Payments

If there are unreconciled payments, the system will display an error message indicating the issue (screenshot).

Locate the Unreconciled Transaction

1. Open the matter and navigate to the Office Ledger.

2. Right-click on the column header and select Column Chooser.

3. Double-click on Journal Ref. to display the reference numbers 

4. Identify the unreconciled transaction using the reference number.

   Note: If expense codes in the chart of accounts are incorrectly marked as cash accounts, correct this issue to proceed with archiving.

Disabling the Restriction

To bypass the restriction temporarily:

1. Go to Accounts Options > General.

2. Check the box for Allow Closing Matters with Unreconciled Payment 

   Caution: Use this option judiciously as it may lead to discrepancies in reconciliation.

Archiving the Matter

Once all criteria are met:

• Right-click the matter and select Archive

Final Note

Regularly review and reconcile all transactions to avoid delays in archiving matters. If issues persist, consult Practice Evolve support for further assistance.