Setting Up Accounting Lock Type Control

2.0. Accounting Lock Type Control Setup

Accounting Lock Type Control


Alert
STEPS:
  1. Click SETUP activity
  2. Click ACCOUNTS
  3. Click A/C SETTING module
  4. Click EDIT 
To understand, first you have to understand that every accounting document (e.g. sales invoices) has two dates.
Transaction Date – date of the document. E.g. Invoice Date
Post Date – date of the accounting double entries are posted to the GL. By default the Post Date should the same day as Transaction unless you are amending Locked Documents.
Locked Documents – documents with Transaction Dates within the Accounting Locked Period.

Enable Other Lock Types 



Alert
STEPS:
  1.  Select LOCK TYPE
  2.  Click EDIT
  3.  Tick the lock type to enable
  4.  Click SAVE 
Type 1: Cannot Edit Lock Period Transaction
This is the default lock type. For this selection, you will not be allowed to make amendments to documents within the Lock Period.

Type 2: Cannot Edit Lock Period Transaction Unless Change Transaction Date Out of Lock Period
This allows you to make amendment to Locked Documents, but you have to also amend the Transaction Date to after the Lock Period.

Type 3: Editable. User Cannot Select Post Date
You will be allowed to make amendments to Locked Documents. But the differences in accounting double entries values will be adjusted and posted on the date amendment.

Type 4: Editable. User Can Select Post Date
Similar to Type 3, you will be allowed to make amendments to Locked Documents. But the difference is you can select the post date for the adjusted accounting double entries values.

Type 1: Cannot Edit Lock Period Transaction 



Alert
STEPS:
  1. Click SALES activity
  2. Click INVOICE module
  3. Click NEW
  4. DATE select 17 Feb 2013
  5. CUSTOMER select any
  6. ITEM select any
  7. QTY enter 1
  8. UNIT PRICE enter 100
  9. Click ADD




Alert
STEPS:
  1. Go to A/C SETTING module
  2. Click EDIT
  3. Select Accounting Lock Period at the top-left of the screen. Set Date to 30 Jun 2013
  4. Select Lock Type at the top-left of the screen below Accounting Lock Period. Select lock Type 1
  5. Change Financial Period status to OPEN
  6. Click SAVE
Important: no changes are possible if the status is set to close.




Alert
STEPS:
  1. Go to SALES module
  2. Click EDIT on the same Invoice just issued
  3. QTY change to 2
  4. Click UPDATE
  5. Click OK in popup of the middle of the screen
  6. Click CANCEL
You will notice that the system do not allow you to make any changes

Type 2: Cannot Edit Lock Period Transaction Unless Change Transaction Date Out of Lock Period 




Alert
STEPS:
  1. Go to A/C SETTING module
  2. Click EDIT
  3. LOCK TYPE change to Type 2
  4. Click SAVE



Alert
STEPS:
  1. Go to SALES module 
  2. Click EDIT on the same Invoice just issued
  3. Change the date in the top right corner of the Invoice module to 1 Jul 2013
  4. Change the quantity in the middle of the Invoice module to 2
  5. Click UPDATE
You will notice that the system allow you to save with such Lock Type

Type 3: Editable. User Cannot Select Post Date




Alert
STEPS:
  1. Go to A/C SETTING module
  2. Click EDIT
  3. ACCOUNTING LOCK PERIOD select 31 Jul 2013
  4. LOCK TYPE change to Type 3
  5. Click SAVE



Alert
STEPS:
  1. Go to SALES module
  2. Click EDIT on the same Invoice just issued
  3. QTY changed to 3
  4. AMOUNT note that it is increased by $100
  5. Click UPDATE
You will notice that the system allow you to save with such Lock Type.


Alert
STEPS:
  1. Click EDIT on the same Invoice just issued
  2. Click GL
  3. Check your Post Date and Date on the middle-left or bottom-left of the GL.
  4. Check your Debit figures on the middle-right or bottom-right of the GL.
  5. Close GL module
  6. Click CANCEL at invoice
You will notice that the additional $100 value is posted in different date from the invoice date.
Hence, the accounting values within the locked period are still safe guarded.

Type 4: Editable. User Can Select Post Date



Alert
STEPS:
  1. Go to A/C SETTING module
  2. Click EDIT
  3. Select Lock Type at the top-left of the screen below Accounting Lock Period. Select lock Type 4
  4. Click SAVE
  5. Close module



Alert
STEPS:
  1. Go to SALES module
  2. Click EDIT on the same Invoice just issued
  3. QTY changed to 4
  4. Click UPDATE
  5. Enter your POST DATE in the middle-left of the screen.
  6. Click OK
  7. Click UNDO
  8. Close module
The system will allow you to save but will prompt you for a date to post.
Note for proper accounting purpose, you will not be able to post to future dates.

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