If an expense has not been batched and is unbilled, the transaction can be deleted or edited. Double-click on the expense transaction that needs to be amended and select the appropriate button
NOTE: An un-batched expense transaction does not display with the value in the Balance column in bold
If an expense has been batched (and is not billed), the edit options are Reverse or Write-off
- A reversal will process a credit transaction on the matter using the same expense type as the original transaction
- A write-off will create a credit transaction on the matter
NOTE:
- A batched expense transaction is displayed with the value in the Balance column in bold
- An unbilled expense has no invoice number in the Billed column
All changes are auditable, when reversing the transaction complete the audit reason for the changes and select a reversal date. The reversal date can only be within the current processing month.
Billed Expenses
Billed expenses cannot be edited or reversed. The invoice that the expense was included on needs to be reversed first, then the expense will be able to be reversed. As shown in the examples below, when you double-click on a billed expense there are no options to edit, reverse, delete or write off.
Expenses included on a draft invoice
If an expense has not been batch updated and is attached to a draft invoice, double click to open the expense -
- from within the billing process, the expense can be edited.
- from the matter ledger, the expense can be edited or deleted.
(Note: if an expense is attached to a draft invoice the draft invoice number will show in the Billed column in the matter trust tab)
If the expense is to be deleted, open the draft invoice, untick the expense that needs to be deleted, then click save and close the invoice. Go back to the client and matter to view the expense transaction, double-click to open and choose 'Delete'.
The audit reason box for an un-batched, unbilled expense will appear if you write off the expense (which would be unusual to do as the best option would be to delete the transaction or edit it). If the transaction is only edited or deleted this box will not appear.
If you select to write off the expense, a date is needed as well as a write-off reason and reason note
If the expense has been batched but is unbilled, a reversal date and reason are required. This will show in the trust ledger for the matter.
The reversal expense will show as a credit transaction on the matter, both the original expense and the reversal will display with a green arrow