Setup/Setting Up Accounting Lock Type Control
Accounting Lock Type Control
Location
Setup > Accounts > A/C Setting
Action
> Click SETUP activity
> Click ACCOUNTS
> Click A/C SETTING module
> Click EDIT
Remark
To understand, first you have to
understand that every accounting
document (e.g. sales invoices) has
two dates.
1. Transaction Date – date of the
document. E.g. Invoice Date
2. 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.
3. Locked Documents – documents
with Transaction Dates within the
Accounting Locked Period.
Enable Other Lock Types
Location
Setup > Company Details > Company Settings > Restriction
Action
> Select LOCK TYPE
> Click EDIT
> Tick the lock type to enable
> Click SAVE
Remark
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
Location
Sales > Invoice
Action
> Click SALES activity
> Click INVOICE module
> Click NEW
DATE select 17 Feb 2013CUSTOMER select anyITEM select anyQTY enter 1UNIT PRICE enter 100
> Click ADD
Location
Setup > A/C Setting
Action
> Go to A/C SETTING module
> Click EDIT
DATE select 30 Jun 2013LOCK TYPE select Type 1Change Financial Period status to OPEN
> Click SAVE
Remark
Important: no changes are possible if the status is set to close.
Location
Sales > Invoice
Action
> Go to SALES module
Click EDIT on the same Invoice just issuedQTY changed to 2
> Click UPDATE
> Click OK
> Click CANCEL
Remark
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
Location
Setup > A/C Setting
Action
> Go to A/C SETTING module
> Click EDIT
LOCK TYPE change to Type 2
> Click SAVE
Location
Sales > Invoice
Action
> Go to SALES module
> Click EDIT on the same Invoice just
issued
Date change to 1 Jul 2013QTY changed to 2
> Click UPDATE
You will notice that the system allow you to save with such Lock Type
Type 3: Editable. User Cannot Select Post Date
Location
Setup > A/C Setting
Action
> Go to A/C SETTING module
> Click EDIT
ACCOUNTING LOCK PERIOD select 31 Jul 2013LOCK TYPE change to Type 3
> Click SAVE
LocationSales > Invoice
Action
> Go to SALES module
> Click EDIT on the same Invoice just
issued
QTY changed to 3AMOUNT note that it is increased by $100
> Click UPDATE
Remark
You will notice that the system allow
you to save with such Lock Type.
Location
Sales > Invoice
Action
> Click EDIT on the same Invoice just
issued
> Click GL
> Close GL module
> Click CANCEL at invoice
Remark
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
Location
Setup > A/C Setting
Action
> Go to A/C SETTING module
> Click EDIT
LOCK TYPE change to Type 4
> Click SAVE
> Close module
Location
Sales > Invoice
Action
> Go to SALES module
> Click EDIT on the same Invoice just
issued
QTY changed to 4Click UPDATEPOST DATE
> Click OK
> Click UNDO
> Close module
Remark
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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