Deleting Finance Entries

Owned by Karen McDonald
Last updated: Feb 05, 2024 by Gemma Heidemann
2 min read

There are specific times that you can delete or edit an entry based on what status it is. The rules for this are set out below and separated into different entry types.

Invoices

  • Can edit/delete when invoice is draft

  • Can edit/delete when invoice is approved

  • CANNOT delete once invoice is confirmed

  • Can delete once invoice is posted to accounting system (if you delete the second entry in the external accounting system (E.g. QuickBooks Online) , you will then need to delete the original entry in the OWL as well)

  • Can delete invoice in external accounting system (this will not flow back to WOL)

Note: If you delete an invoice in Wise Owl, there will be an option to make the items available for a replacement invoice. This will mark them as unbilled for the next time you are making an invoice.

If you have payments applied to an invoice, it will not let you delete that invoice until the payments are also deleted. This is to prevent monies already receipted from being un-receipted and changing the client’s account balance incorrectly. Note: You should only delete receipts if you can confirm that no funds were actually received by the firm.

Receipts

  • Can edit/delete when receipt is draft

  • CANNOT delete once receipt is confirmed

  • Can delete once receipt is posted to accounting system (if you delete the second entry in the external accounting system (E.g. QuickBooks Online) , you will then need to delete the original entry in the OWL as well)

  • Can delete receipt in external accounting system (this will not flow back to WOL)

Disbursements

  • Can edit/delete when Disbursement is draft

  • Can delete when Disbursement is posted or paid – Disbursement will need to be deleted in the external accounting system

  • Can remove a Disbursement from an invoice (by selecting red x) but this will not delete the disbursement in the register

  • Cannot edit or delete a Disbursement on a finalised invoice

Recoveries

  • Can edit/delete when a Recovery is saved but not submitted

  • Can edit/delete a Recovery while it is unbilled

  • Can remove a Recovery from invoice (by selecting red x) but this will not delete the Recovery

Time Entries

  • Can edit/delete when time entries are saved but not submitted

  • Can edit/delete when time entries are submitted

  • Can remove a time entry from an invoice (by selecting red x) but this will not delete time entry

  • Note: Fixed Fees have the same permissions as time entries.

Wise Owl Legal recommends you use extreme caution before deleting time entries. 

Wise Owl Legal prefers you to invoice them and do an adjustment note to write them off so that if something changes later, you don’t need to data enter your time again.