Adjusting advance payments to invoices

An advance invoice having a status paid will automatically be adjusted to the next invoice to be created. 

• If the advance invoice is attached only to a customer, and the customer has several matters, the advance is automatically adjusted to the next invoice created for the customer, regardless of which matter the invoice is for. 
• If the advance invoice is attached to a customer’s specific matter, the advance is automatically adjusted to the next invoice created for the matter in question. 
• If the customer has multiple paid advance invoices, the advances are adjusted to the customer’s invoices in ascending order from the oldest to the newest. The advances having a matter attached are adjusted first.

An advance is visible in the preliminary invoice preview immediately after the preliminary invoice has been created, but it is booked for the invoice only when the preliminary invoice is approved. If the normal invoice amount is smaller than the advance paid, only the right amount will be adjusted, leaving the invoice amount at 0,00 and marking it as paid. The remaining part of the payment is left to wait for the next invoice to be created.

NOTE! The advance paid is not displayed in the invoice creation window. In the Payers folder of a preliminary invoice, you can choose whether to use advance on the invoice or not.

When a paid advance has been adjusted in full to one or several normal invoices, the advance invoice is automatically marked as used. All the adjustments which have been made to normal invoices from a specific advance payment can be seen in the Advance Adjustments folder. In the normal invoice window, the advance can be viewed on the Specification tab and in the Adjustments folder.

Cancelling advance adjustments

An advance adjustment can be cancelled via the Adjustments folder, in which case it is made free for use on 
the next invoice.  

An advance adjustment on a normal invoice can be cancelled if the bookkeeping period of the payment’s entry date is still open. If the adjustment is cancelled, the advance can either be used for the next invoice created or refunded to the customer. 

Cancel an adjustment as follows: 

1. Open the normal invoice window and go to the Adjustments folder.  
2. Select the adjustment row and Cancel Adjustment on the ribbon. 
3. If all the advance adjustments are cancelled, the advance returned to the status paid and it can be readjusted or refunded. 

Adjusting advance to invoices afterwards

It is possible to adjust advance to an invoice also afterwards, for example, when the invoice date requires modification after the advance adjustment. However, in case CSI Lawyer is integrated to a bookkeeping system and the invoice is already sent to bookkeeping, advance adjustment to the invoice is no longer possible.

The adjustment of advance can be done in the Invoices folder by selecting the Adjust Advance button on the ribbon. The software will thus use advance starting from the oldest advance payment.

The function opens a window showing in gross the open amount on the invoice and unadjusted advances of payers. Write the amount of advance to be adjusted to the invoice and select Save. The software then checks that the advance to be used does not exceed the open invoice amount nor the amount of available advance.