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.
