Edit a Hard Cost

Hard cost expenses combine an operating bank account transaction (accounting) with a matter expense card (billing), so editing a hard cost expense can be a complex process.

The appropriate action depends on which transaction element you want to edit.

Important

You cannot change the matter on a hard cost expense. You must delete the expense on the current matter and add a new hard cost expense to the new matter.

For additional information, see:

Edit the Timekeeper, Date, Expense Title, or Description

This action can also be taken from Activities > Time/Expense and Accounting > Banks > Transaction > Edit Operating Transaction

Unbilled Expense

This action can also be taken from Activities > Time/Expense

To edit an unbilled hard cost expense:

  1. From the left navigation panel, click Matters.
  2. In the Matters screen, either double-click the matter, or single click it to highlight it, then click Details.
  3. From the Matter Details left navigation, click Billing.
  4. From the tabs atop the Billing screen, click Time/Expense.
    The Time/Expense screen opens listing hard cost expenses associated with the matter.
  5. Double-click the unbilled expense, or single-click it to highlight it, then from the toolbar atop the screen, click Edit.
  6. In the Edit Expense screen, make your edits.
  7. Click Save.
    The Edit Expense screen updates to reflect your edits.

Billed Expense

Caution

Firms using accrual basis accounting should use the Change/Write-off function to change billed items.

This action can also be taken from Activities > Invoice

To edit an unbilled hard cost expense:

  1. From the left navigation panel, click Matters.
  2. In the Matters screen, either double-click the matter, or single click it to highlight it, then click Details.
  3. From the Matter Details left navigation, click Billing.
  4. From the tabs atop the Billing screen, click Invoice.
    The Invoice screen opens, listing the matter’s invoices.
  5. Single-click the invoice, and from the toolbar atop the screen, click Action > Unfinal Invoice.
    The Unfinal Invoice message box reads: Invoice status changed to Unfinal.
  6. Click OK.
  7. From the toolbar, click Edit.
  8. In the Edit Invoice screen, to the far right of the desired expense, click Edit.
    The Edit Invoice message box reads: Saved changes will update Time/Expense card and invoice totals
  9. Click OK.
    The Edit Expense screen opens.
    Make your changes.
  10. In the lower right corner, click Save.
    The Edit Invoice screen updates with your changes.
  11. In the upper right corner, click Generate.
    The system generates an updated invoice.

Edit the Payee or Account (COA)

To edit a payee or account:

  1. From the left navigation panel, click Accounting.
  2. Atop the Accounting left navigation, click Bank.
  3. From the Banks left navigation, click Transaction
    The Transaction screen opens, listing all account transactions.
  4. Either double-click the transaction, or single-click it to highlight it, then from the toolbar, click Edit.
  5. In the Edit Operating Transaction screen, edit the Pay To and Account fields as applicable.
  6. In the lower right corner, click Save.
    The Transaction screen updates with your changes.

Edit the Amount

Unbilled Expense

To edit an unbilled hard cost expense amount:

  1. From the left navigation panel, click Accounting.
  2. Atop the Accounting left navigation, click Bank.
  3. In the Banks screen, either double-click the bank, or single click it to highlight it, then click Details.
  4. In the Transactions screen, double-click the unbilled expense, or single-click it to highlight it, then from the toolbar atop the screen, click Edit.
    The Edit Operating Transaction screen opens.
  5. At the bottom of the screen, click Unlink Expense Card.
  6. Click Save.
    The system returns to the Transaction screen and unlinks the transaction from the matter’s hard cost expense. 
  7. With the transaction still highlighted, click Edit.
    The Edit Operating Transaction screen opens.
  8. Change the Amount field’s entry. 
  9. Toward the middle of the screen on the left, check the Post as matter expense box.
  10. Enter the matter you’re posting the expense to.
  11. In the lower right corner, click Save.
  12. From the left navigation panel, click Matters.
  13. In the Matters screen, either double-click the matter, or single click it to highlight it, then click Details.
  14. From the Matter Details left navigation, click Billing.
  15. From the tabs atop the Billing screen, click Time/Expense.
    The Time/Expense screen opens.
  16. Single-click the OLD expense with the OLD amount to highlight it.
  17. From the toolbar atop the screen, click Delete.
    The Delete Time/Expense message box reads: Are you sure you want to delete this card? 
  18. Click Yes.
    The Time/Expense screen updates to reflect the deletion.

Billed Expense

Caution

Firms using accrual basis accounting should use the Change/Write-off function to change billed items.

This action can also be taken from Activities > Time/Expense

  1. From the left navigation panel, click Accounting.
  2. Atop the Accounting left navigation, click Bank.
  3. In the Banks screen, either double-click the bank, or single click it to highlight it, then click Details.
  4. In the Transactions screen, double-click the unbilled expense, or single-click it to highlight it, then from the toolbar atop the screen, click Edit.
    The Edit Operating Transaction screen opens.
  5. At the bottom of the screen, click Unlink Expense Card.
  6. Click Save.
    The system returns to the Transaction screen and unlinks the transaction from the matter’s hard cost expense. 
  7. With the transaction still highlighted, click Edit.
    The Edit Operating Transaction screen opens.
  8. Change the Amount field’s entry. 
  9. Toward the middle of the screen on the left, check the Post as matter expense box.
  10. Enter the matter you’re posting the expense to.
  11. In the lower right corner, click Save.
  12. From the left navigation panel, click Matters.
    The Matters screen opens.
  13. In the Matters screen, double-click the matter or single click it to highlight it, then click Details.
  14. From the Matter Details left navigation, click Billing.
  15. From the tabs atop the Billing screen, click Invoice.
  16. In the Invoice screen, single-click the invoice, and from the toolbar atop the screen, click Action > Unfinal Invoice.
    The Unfinal Invoice message box reads: Invoice status changed to Unfinal.
  17. Click OK.
  18. With that invoice still highlighted, click Edit.
    The Edit Invoice screen opens.
  19. On the left of the screen at the bottom of the Enter Info section, change the Unbilled Time/Expense Through field to today’s date.
  20. To the right, in the Select Time/Expense cards to Include section, make sure the old expense is unchecked and check the box beside the new.
  21. In the upper right corner, click Generate.
    The system generates a new invoice.
  22. Atop the screen, click Time/Expense.
  23. In the Time/Expense screen, single-click the old expense to highlight it.
  24. From the toolbar atop the screen, click Delete.
    The Delete Time/ Expense message box reads: Are you sure you want to delete this card?
  25. Click Yes.
    The Time/Expense screen updates to reflect the deletion.

Edit a Paid Expense

To edit a paid expense:

  1. From the left navigation panel, click Matters.

  2. In the Matters screen, either double-click the matter, or single click it to highlight it, then click Details.

  3. From the Matter Details left navigation, click Billing.

  4. From the tabs atop the Billing screen, click Invoice.

  5. On the far right of the Invoice screen in the black panel, click the magnifying glass icon.
    The Filters panel pops out. 
  6. From the Status field’s drop down, click Paid.
    The screen refreshes to display paid invoices.
  7. Single-click the invoice to highlight it.
  8. From the toolbar, click Action > Unfinal.
    The Unfinal Invoice message reads: Invoice status is changed to Unfinal.

    This allows you to change the invoice.

  9. Click OK.
  10. From the toolbar, click Edit.
    The Edit Invoice screen opens.
  11. In the Select Time/Expense cards to Include section, uncheck the box beside the expense.
  12. In the upper right corner, click Generate.
    • The invoice updates, unlinking the associated payment and adding it the matter’s operating retainer balance.
    • The hard cost expense status updates to Unbilled.
  13. To edit Unbilled Expense, follow the process documented above to Edit the Timekeeper, Date, Expense Title, or Description or Edit the Amount.
  14. Eventually generate a new invoice with the updated expense.
Updated on April 13, 2022

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