General
Here you'll find completed invoices sorted in descending order by invoice number. Invoices in this status can no longer be edited. The only exception is editing the tax situation for the invoice's revenue. You can view individual time or expense items using the corresponding buttons in the ribbon menu. You can also find all underlying invoice information using the appropriate buttons in the ribbon menu. The automatically generated entry when the invoice is created can be viewed, for example, via the Invoice Info > Other > Entries button. If credit notes or cancellations have already been created for the invoice, this information can be accessed via the Actions > Credit Notes button.
If cancellations, credit notes, or currency losses are posted for invoices, the posting period field becomes available. It is pre-filled based on the creation date. Only users with the appropriate permissions can change the posting period. When deleting credit notes, the system checks whether the posting period is closed. Credit notes can only be deleted in open posting periods.
A colored icon at the beginning of the row and the payment status column show you the payment status of each invoice. Green invoices are fully paid, orange are partially paid, and red are unpaid.
Search
With the quick search, you can search for invoices by invoice number and recipient. The detailed search also allows you to search for the old invoice number of your migrated invoices from a previous system.
Cancellation
A cancellation creates a 100% credit note for an invoice. A credit note with a credit note number is generated according to your template selection and saved to the file. Credit notes can be viewed via the Credit Notes button. The automatically generated entry or entries can be viewed via the Other > Entries button. The invoice remains as a shell in Lexolution and is marked as a General Invoice with a checkmark. It is also indicated in the list by an icon. The time, RVG, flat-rate, or expense items are released by the cancellation, as they are added to a newly and automatically generated invoice draft that matches the original invoice. The invoice draft can be changed or supplemented. For example, you can remove items, mark them as non-billable, or add new ones.
For collective invoices, cancellations generate credit notes for the collective invoice items/partial invoices. The new draft of the collective invoice again contains all partial invoices as items.
You can configure whether Lexolution should prevent the cancellation of fully paid and/or partially paid invoices. You can find this setting under Administration > System Administration > General Settings in the General tab. Invoices with a fee of 0 EUR can always be canceled.
Credit Note
With a credit note, you can create credit notes for an invoice. A credit note with a credit note number is automatically generated and saved to the file. These can be viewed via the Credit Notes button. The automatically generated entries can be viewed via the Overviews > Entries button. The difference between a 100% credit note and a cancellation is that the invoice remains and the invoice items are not released. An invoice with credit notes is shown in the list with an icon.
Delete Credit Note
You can delete credit notes for an invoice. Use the Credit Notes button to open an in-place dialog. Here, you can delete the selected credit note using the Delete Credit Note button.
Open Credit Note Document
In the credit note in-place dialog, you can use the Open Document button to open the previously generated credit note document again.
Create Credit Note LEDES File
In the credit note in-place dialog, you can use the Create LEDES File button to create the file for the selected credit note.
Create Credit Note E-Invoice File
In the credit note in-place dialog, you can use the Create E-Invoice File button to create the file for the selected credit note.
Accumulate
With the Accumulate button, you can accumulate the selected invoice(s) and generate a new invoice draft for further processing. The invoice is canceled, so the items and expenses are released again. These can be added to the newly created invoice draft. The draft number of the new invoice draft will be shown in a notification message. When the invoice draft is finalized, the relationship to the original accumulated invoice remains, and any payments made on the accumulated invoice are carried over to the newly generated invoice when it is finalized. Overpayments are posted to client funds. No invoice documents are created for accumulations.
Collective invoices and partial invoices cannot be accumulated.
Revenue Distribution Key
With the Revenue Distribution > Revenue Distribution button, you can view the revenue distribution underlying the invoice. The radio buttons By Service and Custom show whether the revenue distribution was manually adjusted in the invoice draft.
Not Included
With the Revenue Distribution > Not Included button, you can specify for each attorney the amount that should not be considered in the next payments on the invoice. For example, in fee disputes, you can enter that an attorney's fee should not be considered in the next payment entry for now. Once the dispute is resolved, the agreed fee revenue for the attorney can be caught up in the next payments by removing the previously excluded fee amount.
Bank Accounts
With the [su label type=“info”]Invoice Info > Other > Bank Accounts[/su label] button, you can view and edit the list of bank accounts. With the Standard option, you specify the explicit bank account where payment is expected.
Regenerate Invoice Document
With the Create button, you can regenerate invoice documents. Each time an invoice document is regenerated, the document receives a new version in Lexolution.DMS.
Create LEDES File
With the Create LEDES File button, you can regenerate the LEDES file at any time after finalizing the invoice draft. This way, any subsequent changes to the related billing contract, such as the Timekeeper ID, can be included in the file even after the invoice is finalized.
Create E-Invoice File
With the Create E-Invoice File button, you can regenerate the E-invoice file after finalizing the invoice draft. If not all required information for sending is provided, you can make subsequent changes to the additional information for technical processing without canceling the invoice. This applies, for example, to external and internal references for sending and your own bank account.
Send Emails
With the Send Emails button, you can automatically send one or more selected emails via MS Exchange. The system automatically attaches the invoice document to the email. The following requirements must be met for an email to be sent:
- The necessary information about the email server must be entered in the STP.Kms.Server.exe.config file.
- An email address must be set as the sender address for Exchange sending in the communication data of the file's location for the respective invoice.
- A VCard email address must be entered for the invoice recipient (the KMS contact).
- An email template must be stored for the file of the invoice or for the invoice recipient (in the AAK or EAK).
When sending, the system checks whether these requirements are met. Further checks for successful delivery must be done in the Outlook mailbox, for example, to see if an email could not be delivered because the recipient's email address was invalid.
Sent emails receive the status Sent. You can filter by this status.
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