🔒 Document Locking

🏢 Company → Period Locking

Do you need to restrict user access to a specific module or form?
The Period Locking form is designed for this purpose, allowing you to precisely define the date range during which a given module should be locked.

👤 Who Can Lock Documents and Periods

Documents and entire periods can be locked by any user who holds the access role of administrator or accountant.

The right to lock documents can also be delegated to other users by checking the appropriate checkbox in their login credentials.

Document and period locking is available only for the Business and Premium plans.

🗓️ Period Locking

If you have the right to lock documents and periods, the Period Locking option is available to you under the Company menu.

In this section you can:

fully lock documents within a selected period and set of modules,
or lock them for all users except the accountant.

If you lock a specific module for a specific period using this option:

documents in that period cannot be edited,
new documents cannot be added to the module.

🧭 Main Toolbar

Press the button or the keyboard shortcut Alt + N to open the form for a new record.

The top toolbar of the form contains a number of buttons whose functions are described in the dedicated chapter "Program Controls".

To record a new lock, click the New button.

📝 Period Locking – New Record

After clicking New, the Period Locking – New Record window will appear, containing the following fields:

📅 From

Enter manually or use the calendar button to specify the start date from which the lock will be in effect.

📅 To

Enter manually or use the calendar button to specify the end date until which the lock will be in effect.

🔐 Lock – Lock Types

The Lock field offers the following options:

🟢 Open
This state allows normal work with modules and document processing.
Note: If modules were previously set to Locked or Locked except accountant, they cannot be unlocked simply by switching the value back to Open.
This action only allows new documents to be created, but existing documents remain locked.
🟠 Locked except accountant
Only a user with the accountant access role can edit documents.
🔴 Locked
No user can access the affected modules, edit documents, or create new ones.

Warning:
It is not possible to apply two different locks to the same period, even when selecting different modules.
Locked periods must not overlap.

🧩 Applicability by Module

After configuring the lock, you must check the modules to which the lock should apply.

By checking a module, you specify that all documents in that module will behave according to the selected lock.

At the bottom of the form, the following buttons are available:

Select all – quickly selects all modules,
Deselect all – clears the selection of all modules.

⚠️ Document Validation When Saving a Lock

When a lock is saved, all documents in the locked period and module are validated.
By checking the Lock non-accounting documents as well checkbox, you will also lock non-accounting documents.

If there is an unposted document in the selected time range (in any module), you will be notified:

It is then up to you to decide whether to save the lock.
An accountant with the lock documents and periods right can unlock unposted documents and subsequently post them.

🔓 Document – Lock / Unlock

If you need to unlock an accounting period, set the Lock field to Open – this enables new records to be added to the modules within the given period. If you also want to unlock individual items, navigate to the relevant form and click the Unlock button above the list of its items.

📊 Lock Status in Table View

If nothing is selected in the Period Locking option, the Lock column displays the value Open and documents can be worked with normally.
If you select a module and assign a lock to it, the Lock column will display the corresponding value:
- Locked – documents cannot be edited or created,
- Locked except accountant – only the accountant can edit documents and create new ones.

🔁 Locking Individual Documents

A user with the lock documents and periods right can use the Lock / Unlock split button on the top toolbar to change the status of individual documents.

Left (larger) part of the button
Used for quickly toggling between the Lock and Unlock states.
Right (smaller) part with dropdown list
Offers additional options:
- Open – documents are fully accessible,
- Reviewed – can be set by the accountant or administrator; the document has been checked but remains accessible,
  if it is modified by a user without the locking right, the status automatically changes to Open,
- Locked except accountant – only the accountant can edit or delete the document,
- Locked – the document cannot be edited or deleted.