Invoice Locks And Unlocks

Managers now have access to lock and unlock invoices at anytime. This will restrict users to edit or update an existing or a new invoice. They can however print an existing invoice. This feature avoids any invoices being updated during the End Of Period.

Note: All Invoices will automatically be locked if you are at the End Of Period, preventing you from making any changes until you finish the End Of Period. All invoices will automatically be unlocked once the End Of Period has been finished.

The three different kinds of locks for invoices are:

  1. Global Invoice Locking – This feature will lock ALL invoices from being updated.
  2. Single Invoice Lock – This will allow you to lock a specific invoice from being updated until it has been unlocked. This feature is used when you need to do an End Of Period whilst you have an open Invoice.
  3. Outside Credit Terms Unlocking : The system automatically closes the account temporarily if the customer is out of their credit terms. The Outside Credit Term Unlocking will allow you to override the Temporary closed option and updated the Invoice.

 

Global Invoice Locking

In order to lock all Invoices, you as a manager will need to follow the following steps:

  1. Click on Access Logs & Processes
  2. Now on the left hand bottom corner, click on Prevent Invoices Updating
  3. Then click on Return No Change
Now you will notice that the button which previously said “Prevent Invoices Updating” has changed to “Allow Invoices To Update”. You will also notice that you now have an Invoice Override Password (this is a 4 – 5 digit number) on the right hand side of the button.

Note: When all invoices are locked, anyone trying to create/update an invoice will get an error message saying “Updating Invoice Locked. See your Administrator”.

 

Releasing A Single Invoice Whilst the Global Lock Is On

You as a Manager will have the Invoice Override Password from the Access Logs & Process Screen.

Note: You will see the password only when the Prevent Invoices Updating Option is activated.

You will need to enter this password at the bottom of the screen next to your name before updating the order completely.

This option will allow you to override the Invoice Locking setting and update the Invoice.

Releasing The Global Invoice Lock

To unlock all Invoices, please follow the following steps:

  1. Click on Access Logs & Processes on the Home screen.
  2. Click on Allow Invoices To Update
  3. The click on Return No Change.

This will now allow all users to update/create an Invoice.

 

Locking A Single Invoice

You as a Manager now have the ability to lock a single Invoice to avoid being updated by a user. In order to do this, you will need to follow the below mentioned steps:

If the Invoice is not updated completely, you as a Manager can:

  1. Go to the Customer Enquiry in the Debtors Menu
  2. Look for the specific Order Number
  3. Then click on Lock Invoice From Further Processing

This will lock that particular invoice unless you unlock it.

 

Unlocking A Single Invoice

To unlock the above locked Invoice, please follow the following steps:

  1. Go to the Customer Enquiry in the Debtors Menu
  2. Look for the specific Order Number
  3. Then click on Unlock Invoice

 

Outside Credit Terms Unlocking

If a customer exceeds their credit limit, their account will be Temporary Closed. You now as a Manager will be able to see the Override Credit Control option on the Customer Enquiry Screen.

  1. Enter the Customer Code or Super Find by customer name in the Customer Enquiry Screen.
  2. Click on Unfinished Orders button or search for the specific invoice number.
  3. Click on the Invoice you want to override
  4. Now click on “Override Credit Control” button.
  5. Finally, click on Continue.

If you select this option, the system will allow you and your staff to update and process the invoice although the account is temporarily closed.

Note: Only Managers are able to override the credit control option. Other staff members or salesperson will not be able to see this option.