Period locking is a simple tool you can use when you need to block any changes in a given period, usually after filing a VAT return or a tax return.
Only users with the role "Administrator" or "Accountant" can lock accounting periods. You cannot create two different locks for the same period, even if you select different modules.
Where to find period locking
The easiest way is to find the section using the search (search for "Period locking"), as shown in the screenshot below.
After you select the section, a list of locks opens. Use the New button in the upper-right corner to create a new lock.
How to create a lock
An empty form for creating a new record looks like this:
The key step is to set the date range (From and To) for which the lock should apply.
Next, select the lock type in the Lock field:
Open (any records can be added to the period; use this when you need to make a correction)
Locked (nothing can be edited in the given period, and no new records can be added)
Locked except accountants (everyone except users with the "Accountant" and "Payroll Accountant" roles is unable to edit anything in the given period or add new records)
All that remains is to select the sections to which the lock should be applied. If the lock is being set after filing a VAT return or a tax return, it should include all sections (at minimum, all accounting ones).
Optionally, you can choose whether non-accounting documents (advance invoices, proforma invoices) should also be locked by selecting the Lock non-accounting documents too option.
After you save the lock, all selected sections are locked. From that point on, no changes can be made in the given period.
To make any changes, you will need to set the lock to Open and then unlock the documents individually.
FAQ
Which user roles are not affected by the lock?
The standard lock ("Locked") applies to all roles. Only the "Locked except accountants" lock does not apply to the "Accountant" and "Payroll Accountant" roles.
Can locked documents be unlocked in bulk?
In the application, documents can only be unlocked individually. Bulk unlocking is available through an add-on that you can download for free on our website.
Is the lock set automatically after I save the VAT return?
No, a lock is never set automatically. You always need to set it separately.