FAQs: Locking Invoices
Why would I want to use the invoice locking feature?
Some sites need a locking mechanism for invoices to prevent library staff from changing invoices that are considered finalized. The Date Locked field in the invoice record is the mechanism used to control whether an invoice is locked or unlocked.
How do I lock an invoice?
There are several methods for locking invoices.
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Use the Lock Invoice helper in the Add Invoice, Add Invoice Lines, or Modify Invoice wizards. Wizard properties control access to this helper. When you use this helper, the date locked is set to TODAY, and an “This invoice is locked” alert will appear at the top of the wizard windows. |
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When you pay an invoice, if you select the Set Date Locked to TODAY When All Invoice Lines Are Paid behavior property, the invoice will be locked automatically when all invoice lines are paid. |
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The Lock Invoices report locks invoices in batch, allowing acquisitions staff to work on invoices during the day and locking these invoices overnight. |
If you try to lock an invoice with one or more lines that are underlinked, the following message displays.
This invoice cannot be locked because one or more lines is underlinked.Please link this line to an order/fund.
The message also lists the lines that are underlinked. Correct the listed invoice lines before attempting to lock the invoice again.
You will also be prevented from locking an invoice that needs proration.
How do I unlock an invoice?
Once a date locked is set, the only way to make changes to an invoice is to unlock it. There are two methods for unlocking invoices.
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Use the Unlock Invoice wizard. When you use this wizard, the date locked is set back to NEVER. |
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In the Reverse Payment of Invoice wizard, you can change the date locked to NEVER automatically if the Automatically Change Specific Date Locked to NEVER behavior is selected in wizard properties. The invoice can be unlocked and payment can be reversed in one step. |
What happens to an invoice when a date locked is set?
When a date locked is set, the following occurs.
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No invoice line can be unpaid. |
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No additional invoice lines can be added. |
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No changes can be made to the invoice or to invoice lines, with the exceptions that invoice extended information can be edited and invoice lines can be paid using the Pay Invoice wizard. |
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No invoice line can be deleted. |
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The invoice cannot be removed. |
How are invoice wizards affected by invoice locking?
The following changes have been made to the acquisitions wizards to support the Invoice Locking feature.
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Add Invoice Wizard – Use the Lock Invoice helper to lock invoices. Access to this helper is controlled by wizard properties. Once the date locked is set, an “This invoice is locked” alert appears at the top of the wizard window, and the invoice fields cannot be modified, except for Invoice Extended Information. The Create Invoice Lines for Order helper is unavailable, and the Add Invoice Line and Modify Invoice Line tools are unavailable. The Display Invoiceline, Display Orderline, and other tools are available. |
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Delete Invoice Wizard – If the date locked is set, WorkFlows disables the Delete Invoiceline tool and the Delete Selected Lines button to prevent the removal of any lines from the locked invoice or the removal of the entire invoice. |
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Modify Invoice Wizard – Use the Lock Invoice helper to lock invoices. Access to this helper is controlled by wizard properties. If the date locked is set, an “This invoice is locked” alert appears at the top of the wizard window, and the invoice fields cannot be modified except for Invoice Extended Information. The Modify Invoiceline, Pay Invoiceline, and Reverse Payment of Invoiceline tools are unavailable. The Display Invoiceline, Display Orderline, and other tools are available. |
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Add Invoice Lines Wizard – Use the Lock Invoice helper to lock invoices. Access to this helper is controlled by wizard properties. If the date locked is set, an “This invoice is locked” alert appears at the top of the wizard window, and the invoice fields cannot be modified except for Invoice Extended Information. The Create Invoice Lines for Order helper is unavailable, and the Add Invoiceline and Modify Invoiceline tools are unavailable. The Display Invoiceline, Display Orderline, and other tools are available. |
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Pay Invoice Wizard – This wizard has two properties that affect the invoice Date Ready and Date Locked fields. |
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Set Date Ready to TODAY When All Invoice Lines Are Paid – If selected, when all invoice lines are paid using this wizard, the Date Ready will automatically be set to today’s date, indicating that the invoice is ready to be sent electronically to an accounting or finance office. |
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Set Date Locked to TODAY When All Invoice Lines Are Paid – If selected, when all invoice lines are paid using this wizard, the date locked will automatically be set to today’s date. You cannot make changes to the invoice once a date locked is set. If cleared, the Pay Invoice wizard is unaffected by having the invoice locked. |
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Reverse Payment of Invoice Wizard – This wizard has a behavior property, Automatically Change Specific Date Locked to NEVER. If selected, when a reverse payment is made on an invoice line, the invoice date locked will be automatically set to NEVER. You can make changes to the invoice once the date locked is set to NEVER. If this behavior is cleared, and an invoice is locked, it is not possible to reverse payment. If the date locked is set, the Reverse Payment Invoiceline tool is unavailable. |
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Unlock Invoice Wizard – Use this wizard to unlock invoices. Administrators can control who can unlock invoices by controlling access to the wizard. |
When can an invoice not be locked?
You will not be able to lock invoices in the following instances.
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When an invoice needs proration |
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When any line on an invoice is underlinked. The message that displays lists the invoice lines that are underlinked. |
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When an invoice cannot be paid |
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