You might know that you can share your company with any member of your company according to their roles. But you might be afraid of sharing your company with the whole team considering – What if team member knowingly or unknowingly, edits or deletes something? What if a team member deletes something with bad intentions? Your fear is justified. "Lock Transaction" feature will free you from this fear.
You must be using one of the following methods to manage accounting of your company.
Method 1: You daily make entries of transactions
Method 2: You don't make daily entries but make entries at certain intervals (every month / every week / every 15 days).
You make daily transaction entries in your business every day before the end of the day. So you should have locked it till yesterday. So team member can add/edit/delete today's data anytime in current day but team member cannot add/edit/delete yesterday's data.
You can easily do this from company owner/admin’s account as per below mentioned steps.
Go to the Company setting --> Team and check that role of your team member is EDITOR or VIEWER so that they can not change the locked data.
By doing this the system will lock all the transactions upto yesterday. Now let's see what will be the effect of doing this.
EDIT
When an editor tries to edit yesterday's Sale Invoice from the list page, then it cannot be edited and it shows a message about this transaction is locked, so you cannot edit it.
DELETE
When an editor tries to delete yesterday's Sale Invoice from the list page, then it cannot be deleted and it shows a message about this transaction is locked, so you cannot delete it.
CREATE
When an editor tries to create Sale Invoice of yesterday's date, then it cannot be created and it shows a message about this date belongs to the lock transaction period, so you cannot create the Invoice.
EDIT
When an Admin tries to edit yesterday's Sale Invoice from the list page, then the system does not restrict admin but it shows a warning message so that Admin does not make any mistakes unintentionally.
DELETE
When an admin tries to delete yesterday's Sale Invoice from the list page, then the system does not restrict admin but it shows a warning message so that Admin does not make any mistakes unintentionally.
CREATE
When an admin tries to create Sale Invoice of yesterday's date, then the system does not restrict admin but it shows a warning message so that Admin does not make any mistakes unintentionally.
In this method, you don't make entries of transactions every day, but once the current month ends, you make all the entries for current month. So you have to lock all the date of that month now, so the people of your team cannot add any new data for that month and cannot edit or delete any old data.
You can easily do this in Hisab from company owner/admin’s account as per below mentioned steps.
By doing this the system will lock all transactions upto 30/11/2022. Now let's see what will be the effect of doing this.
Go to the Company setting --> Team and check that role of your team member is EDITOR or VIEWER so that they can not change the locked data.
EDIT
When an editor tries to edit November month's Sale Invoice from the list page, then it cannot be edited and it shows a message about this transaction is locked, so you cannot edit it.
DELETE
When an editor tries to delete November month's Sale Invoice from the list page, then it cannot be deleted and it shows a message about this transaction is locked, so you cannot delete it.
CREATE
When an editor tries to create Sale Invoice of November month's date, then it cannot be created and system shows a message about this date belongs to the locked period, so you cannot create this Sale Invoice.
EDIT
When an admin tries to edit November month's Sale Invoice from the list page, then the system does not restrict Admin but it shows a warning message so that Admin does not make any mistakes unintentionally.
DELETE
When an admin tries to delete November month's Sale Invoice from the list page,then the system does not restrict Admin but it shows a warning message so that Admin does not make any mistakes unintentionally.
CREATE
When an admin tries to create Sale Invoice of November month's date, then the system does not restrict Admin but it shows a warning message so that Admin does not make any mistakes unintentionally.
Sometimes you need to edit/delete old transactons. For this you do not need to turn off the lock transaction feature or change the lock date. As an Admin, you can temporarily unlock any transaction. If you are an editor, you can ask the Admin of the company over the phone calls or in person to unlock any transaction.
Follow the steps below to unlock the transaction.
Once you click on lock, this transaction will be unlocked immediately.
Now this unlocked transaction can be edited or deleted by anyone on your team.
Once the necessary changes are made in the transaction, you can ask the admin to lock it again. If you don't do that, the system will automatically lock the transaction at night. This means that your team will only have time until the night to make the necessary changes to the unlocked transaction.
If you are working as per above "Method 1", then you need to change the lock date when month is changed (when the current month starts, keep the date of last month, when the current month ends, change the date). This is quite easy to do in Hisab, just follow the below steps.
Doing so, it will lock all transactions till the new given date.
If you want to change the lock type, you can do this easily. Earlier you used to enter transactions at the end of every month and now you have started doing entries daily or vice versa. To do this, just follow below steps.
If you want to turn off the lock transaction feature completely due to any reason, you can do this.
As a Viewer, How does the Lock Transaction feature make a difference to me?
The feature of lock transaction is to prevent the transaction from being added/edited/deleted but you as a viewer cannot make this change, so for you (as a viewer) there is no change due to the feature of lock transaction.
Is it possible to lock any particular transaction?
No. You cannot apply lock on any particular transaction. This feature will lock all available transactions up to given date.
As an editor, can I unlock any locked transaction?
No, this authority is only given to the company admin.
Can I add a future date as a lock date?
No, you can only set today or any past date as a lock date.
How to request admin to unlock a transaction?
You have to request your company admin from outside the Hisab (via phone call or SMS).
Can I add/update opening balance/stock after lock transaction?
Yes. This feature locks only transactions not Master data or balance sheet data. So you can add/update opening balance/stock and it will not restrict you.
Is this feature only for locking sales invoices?
No, this feature will lock all Income, Expense, Payment, Purchase etc. transactions available in the company.
I am using "Auto-lock past date transactions" and I missed to record yesterday's payment, what should I do now?
Option 1: If you are a company admin, you can do it yourself, It will just show you a warning.
Option 2: If more payments are yet to be recorded, select the option "Lock transactions up to specific date" and select the date of 2 days ago. Once all the payments are recorded, again select the option "Auto-lock past date transactions".
I am using "Auto-lock past date transactions" and I have create a transaction whose date is tomorrow (future), will this transaction be locked tonight?
No, that transaction will be locked tomorrow night itself. The lock transaction feature works on the date of the transaction and not on the date when transaction is created.