Matter closing is the process followed when a matter has been completed and the file is to be wound up with any physical file being sent to store. This may be known as archiving in other practice management systems.
The process will mark the matter with a status of Closed and if appropriate, set a storage reference on the matter record. This reference is usually added to the physical file which allows it to be located and retrieved from storage easily.
The matter record will retain a complete digital history of activity undertaken. This includes all transactions, deeds and documents. This allows you to review the files activity without having to recall the physical file from store. The matter can be re-opened at any time if required.
The steps involved in closing a matter;
- Set the matter record to Closing
- Clear any matter balances
- Set the matter storage reference
- Set the matter record to Closed
- Send any physical file to store
Set the matter to Closed
You can set the matter status to Closing using the right click menu option ‘Close Matter’, this can be found in the following programs;
- Workspace/MyMatters
- Matter Inquiry
- Matter Maintenance
The author responsible for the matter should set the matter status to Closing when they have finished the job. They should send the physical file to the closure team.
Clear any Matter Balances
The closure team will check the matter for any remaining balances that need clearing. This is done from the Matter Closure program.
The program will display all matters where the status has been set to closing. Where a matter has zero balances displayed you can jump immediately to the next step of setting the matter closing reference number.
The matter may have an assortment of different balances, trust, debtors, unbilled or WIP. It may even have pre billed balances that require clearing.
Each balance needs to be cleared individually and this is all completed from the Matter Closing program. Select the matter record you are closing and move to the Detail tab
Each balance field has a menu of potential actions available. Use the mouse right click button on the balance field to display the menu. In the example shown above, the only option available is to write off the WIP balance. Other fields have different options, for example a trust balance has the option to raise a payment returning the balance to the client. Select the option you wish to use.
The options available to clear balances include;
Set the Matter Storage reference
Physical matter files that have been closed are stored in ‘Containers’. A container can be a physical location like a store room, an archive box held in an offsite store or even a shelf in a cupboard. This information is used to mark a matter with the physical location of the matter file.
Your firms default container type will have been configured during installation and the matter closing program will default to this. You can override this if you need, use the drop down menu to select the container type you are using.
The Container Reference for the type of selected container type will display. When this archive box is full, you will need to add the next box using the + icon. Once the container has been created, you need to select it from the drop down list.
The archive reference field will automatically increment and should reflect the archive reference placed on the physical matter file. This can be overridden if required.
Set the Matter record to Closed
Select the matter you intend to close and then click on the close matter button, located on the right hand panel
The matter will be removed from the list and the process is complete. The matter is now closed and matter inquiry displays the physical file location, archive reference and close date.