The Closed status indicates that Wise Owl is no longer monitoring connections to the indicated transaction. This could be due to the transactions being completely paid (in the case of an invoice) or a certain pre-set time has passed (in the case of a disbursement).
The Closed status is not automatically selected to come up when searching registers. It is up to the users of the software to determine if transactions have been closed appropriately or to manually close transactions where required.
Warning: If you manually close an invoice that has money still owing, this will remove the invoice from some reports and remove the ability to apply payments to that invoice. It is not recommended to close an invoice until it is paid in full.
Invoices will automatically change their status to Closed once they have been paid in full and no action is required for this.
However their may be exceptions to this for a couple of reasons including
issues with invoice, receipts and any adjustment notes applied passing through to the External Accounting system
interruptions to internet connection
How to Manually close an Invoice
All Invoices must be closed before a matter can be closed and archived. To faciliate this, Wise Owl has a 'close invoice' button available.
Note: Care should be taken when using this close invoice button to prevent issues within your Account's Receivable system.
To close an invoice, open the invoice from your Invoice Register.
Select the Orange Close Invoice button.
You will get a confirmation message. Please ensure that you read and understand the message before finalising the close.
Warning: If you try to close an invoice that has funds still owing then the confirmation message will inform you of this.
If you continue to close the invoice with amounts outstanding then your login will be recorded in the audit logs of the system against this action.
Help! I have mistakenly Closed an Invoice
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We highly recommend you request assistance from the Helpdesk at this point. This is not a simple process and missing one of the steps below can cause your books to be out of line. |
If you mistakenly close an invoice, you can get it back to an ‘open’ status but going into the invoice and selecting ‘ressurect’. This will bring the invoice back to a draft status.
If this has been posted to your accounting system, it will error when you re-confirm it.
To fix the error, you need to go to External Accounting > Previous Activity and choose the down arrow next to Resolve and choose 'Link' before re-confirming the invoice.
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If there were any receipts attached to the invoice, these will change from confirmed / posted to draft status and will also need to be confirmed. They will then error, and you will need to choose to link them as well before going back to re-confirm.