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 

Before You Reverse a Reconciled Office Payment

An Office Payment included in a completed bank reconciliation must be removed from the reconciliation before the Reverse action becomes available.

Completed Reconciliation

Use Reconciliation History to undo the completed reconciliation:

1. Open the relevant Office Cash Account.
2. Open the account’s Reconciliation screen.
3. Open Settings.
4. Select View Reconciliation History.
5. Locate the most recent reconciliation.
6. Select Undo Reconciliation.
7. Confirm the action.

Only the most recent reconciliation can be undone.

If the payment belongs to an older reconciliation, undo each later reconciliation first, working backwards until the required reconciliation can be undone.

After correcting the payment, complete the affected reconciliations again where required.

Payment Matched in an Open Reconciliation

If the payment is matched within an open reconciliation:

• Open the current Reconciliation
• Locate the matched payment
• Unmatch the payment from the bank entry
• Open the payment again
• Select Reverse

The transaction details display Transaction is matched in reconciliation while the payment remains matched.

Reversing an Office Payment - Office Cash Account

Accessing the Office Cash Account

Reversing the Payment Transaction

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

If Reverse is unavailable, check whether the payment is matched or included in a completed reconciliation.

Step 3 – Set Reversal Date

• The Reversal Date defaults to the original posting date. It can be changed but cannot be earlier than the original transaction date.
• Edit by typing directly or selecting from the calendar if required

Step 4 – Enter Reversal 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

If Reverse is unavailable, check whether the payment is matched or included in a completed reconciliation.

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 – Enter Reversal 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

Review the Reversal Date before completing the reversal.

A reversal cannot be posted:

• Before the original transaction date
• Into a locked or closed ledger period
• To a locked, closed or inactive account

Use Ledger Locking to prevent transactions from being posted into previously reported accounting periods.

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. The user must have the Reverse Transaction permission.
• Consistency: Follow the same process whether reversing from the Office Cash Account or a Matter