Guide Overview

This guide covers managing invoices, including looking at Viewing, Writing Off, Receipting, Cancelling, Approving and Finalising invoices, creating Credit Notes, and Unlinking Receipts.

TABLE OF CONTENTS

• How to view an invoice
• How to write off an invoice
• How to receipt payment to an invoice
• How to cancel a pending invoice
• How to cancel an issued invoice
• How to adjust an invoice
• How to mark an invoice as sent
• How to create a credit note
• How to apply a credit note to an invoice
• How to unlink a receipt from an invoice

How to view an invoice

To view all invoices of any status, select the All Invoices from the Invoice heading on the Navigation menu. 

1. Select All Invoices from the Invoices drop-down on the Navigation menu. 

2. The Invoice Listing will display with totals for each column.

 3. To define the invoice listing, add a filter. Select the Add Filter button. 

4. Select the relevant filter from the list using the scroll bar (if required). Also, you can search the filters. 

5. To remove a filter, select the 'X' on the filter heading. 

6. To view an invoice, select the three ellipses at the end of the invoice line. Select View Invoice.  

How to write off an invoice

1. Select All Invoices from the Invoices drop-down on the Navigation menu. 

2. Hover the mouse over the relevant invoice, select the three ellipses at the end. 

3. Select Write Off

4. Select the Date. 

5. Enter the Amount to write off. 

6. Enter the Reason for writing off. 

7. Select Write Off.

8. The invoice status will now change to closed. 

How to receipt payment to an invoice

1. Select All Invoices from the Invoices drop-down on the Navigation menu. 

2. Hover the mouse over the relevant invoice, select the three ellipses at the end.

Tip: To receipt to Multiple invoices from a single debtor, select the Tick Box for the invoices and a pop-up menu will appear. Select the Actions Dropdown > Record Receipt.  The receipt will allocate to all invoices selected. 

3. Receipt screen will open.

4. Select the receiving bank account. 

5. The received from details will display the client's name, this can be changed.

6. Select the receipt method, complete the receipt method details on the relevant pop-up screen. 

7. The amount will pre-fill with the total of the outstanding invoice, if needed, this can be changed by clicking into the field and typing a new amount. 

8. Select the Posting Date. 

9. Select the Original Date. This is the date the funds were received. 

10. The Reason will pre-fill with the reason 'Office receipt for Invoice (invoice number)', if needed, this can be changed by clicking into the field and typing a new reason. 

11. If an internal note is required, enter a Memo.

12. To post the receipt, select Post or Post and New

How to cancel a pending invoice

1. Select All Invoices from the Invoices drop-down on the Navigation menu. 

2. Hover the mouse over the relevant invoice, select the three ellipses at the end.

3. Select Cancel Invoice. 

4. Select the Cancel Date. 

5.  Enter the Reason for cancelling. 

6. Select Cancel Invoice. 

How to cancel an issued invoice

1. Select All Invoices from the Invoices drop-down on the Navigation menu. 

2. Hover the mouse over the relevant invoice, select the three ellipses at the end. 

3. Select Unfinalise. 

4. Select the Cancel Date. 

5. Enter the Reason for unfinalising. 

6. Select Unfinalise Invoice. 

For UK firms a credit note will be automatically created at this point, please refer to the relevant guide for further details. 

7. Hover the mouse over the relevant invoice, select the three ellipses at the end.

8. Select Cancel Invoice. 

9. Select the Cancel Date. 

10.  Enter the Reason for cancelling. 

11. Select Cancel Invoice. 

12. The invoice will now appear on the Invoices screen once the filter has been amended to include cancelled invoices. 

How to adjust an invoice

1. Select All Invoices from the Invoices drop-down on the Navigation menu. 

2.  On the relevant invoice, click on the invoice number (linked in blue).

3. The invoice details screen will open for adjustments to be made. 

How to mark an invoice as sent

Invoices can be marked as sent with the date the invoice was sent to the client.  The sent date can be added to individual invoices or across multiple invoices in one process.  The Sent Date column can be added to the inovices screen via the column chooser. 

1. Select All Invoices from the Invoices drop-down on the Navigation menu. 

2. Select the invoice(s) you wish to mark with a sent date, then select Actions - Edit Sent Date

3. Enter the Sent Date, then select Confirm.

How to create a credit note

1. Select All Invoices from the Invoices drop-down on the Navigation menu. 

2. Select the invoice and click on the Matter to open the Matter

3. Select Office Ledger then select Issue Credit Note

4. Enter the Amount, Tax Code, Date and any notes in the Memo field then click on Issue

How to apply a credit note to an invoice

1. Navigate to relevant matter card and select Invoices.

2. Select the invoice you wish to apply the credit to, click on the elipsis on the right and select Pay with Credit.

3. From the Credit Source dropdown select Credit Notes, enter the amount (Note that the credit note balance available will show under the amount line), enter the date and any notes.

4. Click Save.

How to unlink a receipt from an invoice

1. Navigate to the relevant Matter.

2. From the Matter select Office Ledger from the Matter Actions menu then select Ledger Entries.

3. Hover the mouse over the receipt you wish to unlink, an Unlink Receipt option will appear to the right. Click on Unlink Receipt. 

 4. Amend the Date if necessary, add a Reason for unlinking the receipt and click on the Unlink button