Creating a credit invoice

Within Legalsense it's possible to credit an invoice. The invoice always needs to be credited fully. It's not possible to partially credit an invoice through the credit function. After an invoice has been credited, all invoice parts, as for example the 'Work in Progress', will be available again in the matter to be invoiced again or to be written-off.

A credit invoice can be created by using the button 'Create credit invoice':

After clicking this button a credit invoice in draft will be created:

The (draft) credit invoice will refer to the original invoice. In this reference there will be a hyperlink included which will lead you directly to the original invoice.

To finalize the credit invoice, you can click the button 'Finalize':

Crediting invoices that weren't created in Legalsense

If your office has recently transferred to Legalsense from another system than it may be possible that invoices that were created in the other system aren't paid yet but are already imported in Legalsense. Only the main amounts of these invoices are imported, which means that these amounts aren't linked to any time entries or disbursements.

When crediting an (imported) invoice the following steps can be taken:

Open the matter of the concerning invoice and choose 'New invoice' - 'Empty invoice':

After creating the new 'Empty invoice' a new draft invoice is made up. You can add new lines to this draft by clicking 'Add line':

These options will appear:

For making the credit invoice two options are relevant:

Activities;
Miscellaneous.

The choice depends on whether you want to credit the amount at the expense of an associate or partner. If that's the case than you can choose 'Activities' If this doesn't matter than you can choose 'Miscellaneous'.

When you choose 'Activities' than you can select an user and date. If the user is selected, Legalsense adds a time-entry with 0:00 minutes on the previously selected date. In the column 'Total' the negative amount can be registered by using a '-' sign:

After this you can save the draft after which you can finalize the invoice. The credit invoice is than set. After finalizing you could make up a new invoice by choosing 'Empty invoice' in the matter and add a new line.

Please be aware that the original time entries won't be registered as 'Work in Progress' after an invoice has been credited this way.

When making up the new invoice, you can select the same option as that you used when making up the credit invoice. If you make another choice this will lead to differences in the reports. For example, if you add a line of the type 'Activities' when crediting and you select an user here, that user's revenue will show a negative value. If you then select the type 'Miscellaneous' in the new invoice, the turnover will not be allocated to the user but to the office. This creates a skewed image in the (turnover) report for that user.

Partially crediting an invoice

In Legalsense it's not possible to partially credit an invoice. This can be bypassed by using the option 'Empty invoice'. It works similar as the described instructions under 'Crediting invoices that weren't created in Legalsense'.

Please note, that when using the function 'Empty invoice' there is no link between time-entries or disbursements. So these won't be available when crediting the amount.

Crediting an invoice with multiple debtors

When crediting a split invoice, all debtors get credited. It's not possible to credit a selection of debtors. When choosing to credit all linked invoices get credited, also the ones that are already paid.