What is Billing Lock Date?

What do you need?

  1. In order to start configuring the Billing Lock Date functionality, you first need to enable the 'Don't update billing details of issued invoices' option in Settings/Billing/Invoicing
  2. Only teammates with an Owner role have the permission to manage the Billing Lock Date by default.

How does it work?

What is Billing Lock Date?

Billing Lock Date is a feature that prevents any billing information in the past to be created, modified, or deleted. In this way, organizations can assure that the information they have already used for accounting purposes or have submitted to their accounting departments won’t be changed in the future.

Setting a Billing Lock Date is done through the Admin Platform- navigate to Billing/Invoices and click on the “Set billing lock date” button:

 

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When a date is selected and saved, the billing data and actions prior to this date will be locked. Only admins with an Owner role or teammates with specific permissions can do changes to invoices, credit notes, payments, etc. through the UI, Import, API.

How to Grant a Specific Billing Lock-Off Permissions to a Teammate?

As an Owner, you have to decide who else will have the permission to set and change the billing lock date. In order to manage that, you will have to create a specific role.

  1. Navigate to Settings/My Account/Permissions
  2. Click on Add Role
  3. Navigate to the Billing module
  4. Еnable the Locking Billing Period component. 

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You can continue tailoring the rest of the permissions for the new role and once you're ready, you can navigate to Settings/My Account/Teammates and assign the role to the relevant person from your team.

You can learn more about user permissions here. More information about custom roles can be found here.

Locked Actions

Below we have listed some of the most common actions that will be unavailable when a Billing Lock Date is selected:

  • Creating an invoice with an issue date within a locked period

  • Creating a credit note with the issue date within a locked period

  • Create a payment/overpayment with a payment date with a locked period

  • Editing an invoice with an issue date within a locked period

  • Editing a credit note with issue date within a locked period

  • Editing a payment/overpayment with a payment date with a locked period

  • Voiding an invoice with an issue date within a locked period

  • Voiding a credit note with an issue date within a locked period

  • Voiding a payment/overpayment with a payment date with a locked period

  • Deleting an invoice with an issue date within a locked period

  • Deleting a credit note with an issue date within a locked period

  • Deleting a payment/overpayment with a payment date with a locked period

  • Detaching any line items from an invoice with an issue date within a locked period

  • Detaching any line items from a credit note with issue date within a locked period

  • Executing Manual Bill-run with issue date within a locked period

NOTE: If you have the Automated Invoice Generation enabled (automatic bill run) and the issue date of the invoices is within the locked period, the invoices will be generated with Awaiting Approval status. A notification about the awaiting invoices will be sent to the designated email address. In order to approve the invoices, an admin (who has permission to create invoices) will have to change their issue date to a date outside the locked period. Learn more about User Permissions here.

If you try to execute any of the listed actions, the system will give you the following message: "This document falls under a billing period that is locked. You won’t be able to edit it. If you need to make an adjustment, change the billing lock date of your organization or contact a teammate with the needed permissions."

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NOTE: If it is necessary to make changes to the billing information in the locked period, you have to remove the Billing Lock Date, apply the changes, and then set again a Billing Lock Date.

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