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How to Lock Invoices amnd Payments

Overview

This tutorial explains how to lock and unlock invoices and/or payments so that they can not be edited or deleted.

Invoice Locking Overview

  • If an employee does not have the security role "Unlock Invoices and Payments" they will not be able to unlock an invoice or payment once it has been locked nor will they be able to access the end of day close window..
  • When an invoice is locked all of the payments associated with the invoice, that have not previously been locked, are also automatically locked.
  • When an invoice is locked it is also archived. An archived invoice is not displayed in the point of sale invoice table unless the following steps are taken

Payment Locking Overview

  • If an employee does not have the security role "Unlock Invoices and Payments" they will not be able to unlock a payment once it has been locked nor will they be able to access the end of day close window.

    How to Open the End of Day Close Window

    1. Click on the Point of Sale component
    2. Click on the Reports tab
    3. Click on the End of Day Close button

    How to Lock or Unlock One Invoice From the End of Day Close window

    • To lock a single invoice click on the button in the table that says Lock
      • If the button says Unlock then invoice has already been locked.
    • To unlock a single invoice click on the button in the table that says Unlock.
      • If the button says Lock then the invoice has not been locked yet.

    How to Lock or Unlock Multiple Invoices From the End of Day Close window

    1. Select the desired invoices to lock either by selecting the checkboxes in the first column or by going to the Group Operations menu and clicking the Select UnLocked Invoices menu option
    2. Click on the Group Operations menu
    3. Click the Lock Selected Invoices menu option
      1. To unlock multiple invoices select the Unlock Selected Invoices menu option

    How to Unlock An Invoice From the Point of Sale Invoices Table

    1. Click on the Point of Sale component
    2. Click on the Invoices menu bar
    3. Find the desired invoice and click the lock icon to unlock the invoice

    How to Unlock A Payment From the Point of Sale Payment Table

    1. Click on the Point of Sale component
    2. Click on the Payments menu bar
    3. Find the desired payment and click the lock icon to unlock the payment

    How to Export Invoices To A CSV (SpreadSheet) File

    1. Click on the Point of Sale component
    2. Click on the Reports tab
    3. Click on the End of Day Close button
    4. In the end of day close window select the desired invoices by clicking the checkboxes in the first column
      1. To select all of them click on the Group Operations menu then click on the Select Locked Invoices menu option
    5. Click on the Export Menu Option
    6. Click the Export Selected Invoices to CSV menu option

    How to Export Payments To A CSV (SpreadSheet) File

    1. Click on the Point of Sale component
    2. Click on the Reports tab
    3. Click on the End of Day Close button
    4. In the end of day close window click the Payments tab
    5. Select the desired payments by clicking the checkboxes in the first column
      1. To select all of the locked payments click on the Group Operations menu then click on the Select Locked Payments menu option
    6. Click on the Export Menu Option
    7. Click the Export Selected Payments to CSV menu option