Locking invoices

To prevent changes to documents after they've been saved, you can lock invoices before and on a specified date. This is especially handy when you need to finalize accounting periods and ensure no accidental modifications are made to past records.

Once invoice locking is enabled, invoices created before or on the specified date are locked and cannot be modified or deleted unless you have permission to do so. The restriction applies only to modifying or deleting existing invoices; users can still add new invoices retrospectively during a locked period.

1. Configuring invoice locking permissions

Before locking invoices, you must grant the necessary rights to the relevant permission sets:

1. Go to Settings > Administration > Permission sets, then click the Modules and actions button for the relevant permission set.
2. Enable the required permissions:
   • Lock invoices: Allows users in this role to access invoice-locking settings and select cutoff dates.
   • Modify locked invoices: Allows users in this role to modify or delete locked invoices.

Once you've enabled the necessary permissions, you can proceed to lock invoices for a specific period.

2. Locking invoices for a specific period

To lock invoices in a specific period:

1. Go to Settings > Sales and finance > Invoices and tick the Enable invoice locking checkbox. This checkbox is visible only to users whose permission set has the Lock invoices permission enabled.
2. Another date field will appear under the checkbox – select the required invoice-locking date, then save the changes.

Once invoice locking is enabled, invoices created before and on the specified date will be locked after creation, preventing any modifications or deletions.