Overview

This guide covers the steps to reverse an Office Payment either:

• Directly from the Office Cash Account
• From a Matter card

There are two ways to access the Office Cash Account:

• Option 1: Banking tab on the main navigation menu
• Option 2: Accountant Dashboard 

Reversing an Office Payment - Office Cash Account

Accessing the Office Cash Account

Reversing the Payment Transaction

Step-by-Step

Step 1 – Locate Transaction

• Find the relevant payment transaction in the Cashbook Entries list
• Click the transaction line to open details

Step 2 – Initiate Reversal

• Click Reverse at the bottom right of the screen

Step 3 – Set Reversal Date

• The Reversal Date defaults to the original posting date
• Edit by typing directly or selecting from the calendar if required

Step 4 – Add / Amend Reason

• Update the Reason if required

Step 5 – Complete Reversal

• Click Reverse at the bottom right of the pop-up
• The ledger updates immediately and is reflected in reporting

Always verify transaction details before reversing - reversals are immediate and recorded in the audit trail.

Reversing an Office Payment from a Matter

Step 1 – Access Matter

• Navigate to the relevant Matter
• Select Office Ledger from the menu on the right-hand side

Step 2 – Open Ledger Entries

• Click Ledger Entries from the drop-down menu

Step 3 – Locate Payment

• Find the payment transaction
• Click the Ledger icon to view transaction details

Step 4 – Initiate Reversal

• Click Reverse at the bottom right of the transaction screen

Step 5 – Set Reversal Date

• The Reversal Date defaults to the original posting date
• Amend if required by typing or using the calendar

Step 6 – Add / Amend Reason

• Update the Reason if required

Step 7 – Complete Reversal

• Click Reverse at the bottom right of the pop-up
• The ledger updates immediately and all changes are logged for audit

Reversing Into Prior Periods

When reversing an Office Payment into a previous month, care must be taken with the transaction date selected. To avoid posting into closed or previously reported accounting periods, always use the ledger locking function.

This ensures that entries cannot be posted into locked periods and helps prevent any unintended changes or distortions to reports that have already been run.

Best Practices

• Audit Trail: All reversals are automatically recorded for compliance and tracking
• Immediate Updates: Ledger balances update instantly — always verify details before reversing
• Accuracy: Double-check the transaction, amount, and date to avoid accounting errors
• Reason Field: Provide clear and meaningful reasons to support audit requirements
• Permissions: Ensure only authorised users perform reversals
• Consistency: Follow the same process whether reversing from the Office Cash Account or a Matter