Article ID: 8716

Removing a Partially Posted Invoice or Bill

Problem Description:

There is an imbalance between the Client Ledger and Billing (Fees) Journal because there is a partially posted invoice. The following situations can indicate that partially posted invoices exist:

  • An invoice appears on the Client Ledger and not on the Billing (Fees) Journal
  • An invoice appears on the Billing (Fees) Journal and not the Client Ledger
  • You attempt to remove or correct an item that does not have an invoice number next to it on the Client Ledger, but you get the One or more allocations have been billed error message
  • Billed amounts on invoices do not match between the Billing (Fees) Journal and the Client Ledger

Suggested Action:

Take the following steps to remove a partially posted invoice or bill:

  1. Run a detailed Client Ledger and Billing (Fees) Journal for the matter with the imbalance up to and including the date that the imbalance first occurs.
    NOTE: Select Include Write-Ups and Write-Downs on the Other tab of the Billing (Fees) Journal window.
  2. Make a note of any invoice numbers that appear in the Bld Inv# column on the Client Ledger that do not appear in the Invoice column on the Billing (Fees) Journal or any invoices that appear on the Billing (Fees) Journal that do not appear on the Client Ledger.
  3. Click Billing and select Undo Bill to open the Undo Bill window.
  4. Enter the matter number in the Matter box.
  5. Enter the invoice number from step 2 (partially posted invoice) in the Invoice box.
    NOTE: You need to manually type the invoice number in the Invoice box because it is possible that the invoice number does not appear in the Pop Up Help - Invoices window.
  6. Click OK.
  7. Rerun the Billing (Fees) Journal and Client Ledger to ensure that the invoice does not appear on either report.
    NOTE: Continue to step 8 if the invoice still appears on either report.
  8. Click Billing and select Bill to open the Bill Selections window.
  9. Enter the matter number Matter box.
  10. Enter the invoice number from step 2 in the Invoice box.
  11. Click OK.
    NOTE: Remove the matter number from the Matter box and enter the client number in the Client box if you get the message Invoice: xx for Matter: xx-xxx already exists you may not create another one.
  12. Click NO on the You have changed the Invoice number. Would you like to set the next invoice number based on this one? prompt.
  13. Click OK on the Accept or Change the Billed amounts, or press Cancel on the Billing screen to exit from Billing prompt.
  14. Click Cancel on the Billing Information window.
  15. Run Reset Matter Balances.
  16. Rerun the Billing (Fees) Journal and Client Ledger to ensure that the invoice does not appear on either report.
  17. Contact Customer Support if invoice still appears on either report.