Reset an Invoice

Who:

Client: Matter Manager + Accounts

Why:

The Invoice has been submitted by the Provider for approval but the process needs to be undone so the invoice can be resubmitted. This also recalls the Order back to the Provider.

 

Before you begin

Generally, if the Invoice that was submitted for approval needs to be recalled for the Provider to make changes, the Provider would do it by using the Recall Invoice function (N1).  This can only be done if the Customer has not approved the invoice.

 

However, there may be instances where the invoice needs to be returned to the Provider after the Customer has approved it.  As long as the Customer has not marked the invoice as Paid and Closed, the Customer can use the Reset Invoice function (N2).

The Reset Invoice function recalls the Order to the AWAITING INVOICE status. After the Reset is performed, the Order is with the Provider for them to submit the invoice again.

 

 NOTE: The Maintain Invoice option returns the order to the Submit Invoice screen for the Provider to re-submit the invoice.  No changes can be made to items on the invoice from this screen.  To change the items, the Provider’s claim has to be recalled.

 

Procedure

In the following procedure the Find Invoice function is used to locate the Invoice. The My Work function can also be used. See the My Work user guides including My Work Overview and Search for details.

To find the Invoice:

  1. On the LPG menu select Invoices > Find Invoices.

The List Invoices screen appears.

2. Enter the search criteria to find the required invoice.

NOTE: Because only Invoices that have already been approved can be reset, select “Approved” from the Status drop down list.

3. Click the Search button.

The Invoices that match the search criteria are displayed.

Reminder: Only Invoices of status “Approved” (N1) can be reset.

4. Click the View button next to the Invoice you wish to reset.

A view-only copy of the Invoice appears.

NOTE: Once you click the Maintain Invoice button, the only way you can exit the process is by selecting a different menu option. There is no Back button to undo the operation.

5. To proceed with the reset function, click the Maintain Invoice button.

The Maintain Invoice screen appears.

To view the invoice document that was uploaded by the Provider, click on the View Attachment button or the Documents tab.  See Manage Documents attached to Matter/ Order for details.

Type the reason for the reset in the Reset Reason field.

6. Click the Reset Invoice button.

  • N2 - The Invoice Reset is recorded in the History tab of the related Order.
  • N3 - The Invoice has been recalled and is back with the Provider for them to action. The Provider receives an email and, if they have notifications turned on in LPG, a notification message.

Tips & Troubleshooting

The Invoice can also be accessed by finding and opening the Matter. You can then go to the Engagement tab (N4) or the Invoices tab to see the Invoices associated with the Matter.

  • N5 - Click the Action button to go to the Invoice.

 

NOTE: The Find Invoices function (N1) is a useful search tool however it only allows you to view and print the submitted Invoice. You cannot use this function to recall invoice approval.

 

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