Chapter 196 Locking Admin
Locking is an important feature to protect data, especially your past accounting data.
In addition to automatic locking of applied entries, like paid invoices, you can lock periods, lock invoices for sales tax reporting, unlock access per employee, and more.
This chapter list a few option for administering locking to protect data and allow work.
Lock Invoices
Lock Invoices lets you exceed your regular system protection settings for just invoices. Enter a Lock Invoices Date and any invoices dated on or before the date will be locked.
If you click the Lock on an Invoice for Locked By information, the result can link here. This indicates that Lock Invoices is enabled and is locking the invoice you are viewing.
This setting was added to lock invoices when filing sales taxes to prevent any changes. Please confer with your system administrator or bookkeeper before changing the past.
To Lock Invoices:
1. Go to the System toolbar to System Prefs.
You must be the only user on the system to access this tool.
2. Enter a date for Lock Invoices Date.
3. Click OK to save the System Prefs.
Lock Lists
Lock Lists denies all users access to use the Add (+), Delete (-), or Edit options unless they have the Unlock List setting on their Employee Card.
This Solution describes this feature. (6195)
Then on select Employee Cards, on the Access tab, click Unlock Lists for those users that you want to be able to edit lists.
Locked Periods
System Prefs allow you to Protect, Lock, or Seal past accounting periods to safeguard your data and ensure that financial data does not change after it is reported.
This only affects Dated entries that pertain. Non-accounting entries remain unlocked.
Transactions that do not generate accounting Postings do not need to be locked. Pending Sales Orders, for example, from a locked period remain unlocked so they can be Closed, or edited as needed.
The following transactions remain unlocked:
• Quotes
• Sales Orders
• Purchase Orders
• Unapplied Receive Money entries
In assessing whether you are able to lock the past period, the question is what entries might need direct editing. An Unpaid Invoice, for example, is locked, but does not need direct editing. The Invoice can be paid with a new Receive Money entry in the open period. A lingering Sales Order, on the other hand, may need to be edited to be Closed if it cannot be Filled.
Because these non-accounting entries remain unlocked, you can Lock a past accouting period almost immediately, ensuring protection of your data without disrupting workflow.
Soft Lock
Soft Lock is new Empoyee Preference which minimizes record-locking, and accidental changes, by automatically opening:
• Item Cards
as locked with a yellow lock indicator that can be clicked to unlock the record. (6182)
Let users know they can click on the yellow lock indicator to unlock a record for editing.