I am trying to delete a client and when i go into matters and try to delete some of the matters i get an error message:

matter has time and billing transactions. Cannot be deleted.

but when you print the billing memos and go into the file there are no time and billing transactions.

How can i delete these matters so that I can delete the client?

You may not have any outstanding transactions, but you may still have to purge the Final Billed transactions. From the Maintenance menu is a function 'Purge T&D Ledger', where you select the specific customer and matter(s), and also click the Final Billed checkbox.

Once these have been purged, you may also need to ensure that no transactions exists for that client on the A/R side - have they all been paid or otherwise dealt with? After these steps, you should be able to delete the matters and after that, the client.

i did the purge and it allowed me to delete all the matters but when i go to delete the client it indicates that deleting customer is not permitted due to current transactions on file. the only current transactions should be that I wrote off some stuff in december that we were carrying and I haven't done month or year end yet because i am still cleaning things up. but, if all the matters are deleted i don't understand how there can be current transactions on file and they don't have an a/r balance at all...

Hi!

Do they have "current" transactions in Receivables (even if they are paid or adjusted to $0.00)?

if i look at customer list and statistics it shows outstanding balance as 0 and balance at last statement 0

for year to date statistics it does have invoices and payments in 2008 with the last posting date being 8/26/08.

does this help?

When you Edit or View the customer, go to the Transaction tab. When viewing Current transactions, you should get a blank screen and no records, either with current balances = 0 or non-zero. If anything is on this screen, you will not be able to delete the customer.

How are you trying to delete the customer? From within A/R or Time&Billing? From Edit Customers or Delete Inactive Customers? It might make a difference, as some methods of deleting customers require not only the Current A/R transactions to be cleared, but also all Historical transactions as well. Some methods of deleting customers do not require purging the customer history beforehand.

there are items in that screen under the current transactions under the transaction tab. I keep searching but i can't figure out how to purge the current transactions if they total "$0". Thank you so much for all your quick responses!!

There is a setting in the A/R company profile to accomodate moving Current A/R transactions to History. It will either be by 'Period End' or by 'Billing Cycle'. The former method is more obvious - run period end in AR to move completed transactions to history. The latter is less obvious - you need to print statements, and choose Yes to wanting to clear transactions on the screen that appears after printing.

Transactions are cleared based on their document dates. If a transaction has a date in the future (or after the specified clearing date), it will not be moved to history.

One other question....I have about 6 clients that have a zero balance but in receivables they have current transactions of a cash entry of "RETAIN" and an invoice entry for the same amount that cancels each other out. How do i go in and either move these "current" transactions that are actually about 6 years old into historical (it did not happen when I did the period end) or apply the RETAIN to the invoice in order to clear out the transactions and delete the client. Thanks for your help!!

When you view the AR transactions for one of these customers, what is the Current Balance of the RETAIN cash or the invoice? If they are non-zero amounts, then they will never get cleared to history. Only transactions with a current amount equal to zero will get cleared to history. This situation usually occurs when a cash deposit is first posted, followed later on by an invoice that has a different document number than what was initially reserved by the Cash in a UP detail (if used).

You have 2 choices for dealing with these transactions that should be matched together but are not yet.

1) Create a cash entry in AR for the customer. Leave the entry amount as 0.00. Apply it to the RETAIN cash entry and also the outstanding invoice. When you post this 0.00 cash entry, all the transactions are considered matched and current amounts become zero. No GL activity will be generated by this entry.

2) Use the Create Write-off Batch function in AR to automatically deal with customers that have unmatched transactions that net to 0.00 and should be matched together. Do this from the Maintenance menu. Either select the customer in question, or choose to write off 'Balances' in the range of 0.00 to 0.00. Whatever you do, this will create an Adjustment batch that when posted, will set the Current amount of all transactions for the customer(s) to 0.00. All GL amounts will net to zero.

The first option gives you more control over what is happening and is typically best used when there are only a couple of customers to deal with, or if the customer balance is not exactly 0.00 but have invoice/cash transactions that should be matched but are not.

The second option is much quicker to use when there are a number of customers in this scenario, or even other customers that you are not aware of that have outstanding transactions that all net to zero. You can't use this if the customer has a non-zero balance as they will be skipped by the Write-off batch generation process.