Locking
This setting allows you to close an accounting period to prevent the further entry of new or corrected transactions. You will do this by specifying a cut-off date: no transactions whose Transaction Date is on or before this cut-off date will be permitted. Because Locking is carried out by specifying a single date, months or periods must be locked chronologically. Once a cut-off date has been entered, FirstOffice will not allow you to enter an earlier date to the same field.
FirstOffice does not force you to close months or periods, but this setting allows you to do so if necessary.
To open this setting, click [Settings] in the Master Control panel or select 'Settings' from the File menu, and then double-click 'Locking' in the 'Settings' list. Fill in the fields as described below. Then, to save changes and close the window, click the [Save] button. To close the window without saving changes, click the close box.
- Lock Transactions
- If you enter a date in this field, the entry of Transactions whose Transaction Date is on or before this date will not be permitted. This applies only to Transactions entered directly to the Transaction register.
- If you discover that a Transaction that falls within a closed month contains an error, you can only correct it using the 'Correction Mark' function. Please refer to the Correcting Transactions page for full details.
- If you try to enter a Transaction whose Transaction Date is on or before the Lock Transactions date, the following warning will appear:
- Warn on Sales Invoices
- If you enter a date in this field, a warning will be displayed when you enter an Invoice whose Transaction Date is on or before this date. You will still be able to save the Invoice.
- If you try to enter an Invoice whose Transaction Date is on or before the Warn on Sales Invoice date, the following warning will appear:
- Warn on Purchase Invoices
- If you enter a date in this field, a warning will be displayed when you enter a Purchase Invoice whose Transaction Date is on or before this date. You will be able to save the Invoice.
- Warn on Others
- If you enter a date in this field, a warning will be displayed when you enter a Payment or Receipt whose Transaction Date is on or before this date. You will still be able to save the record.
! | After locking the accounts at a certain date, you may not move the date backwards, you will not be able to enter Transactions with earlier dates, and you may not alter earlier Transactions. |
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