Lock dates are crucial for ensuring financial accuracy by preventing changes to transactions dated before a specified closing period. ApprovalMax supports lock date handling across multiple workflows in Xero.
If you have the Adviser user role, you can set a lock date to prevent changes to transactions from a past period. After you set a lock date, users can't add or edit transactions in Xero if the transaction date is before the lock date.
Learn more about lock dates here.
Administrators of an Organisation have the choice between two options for the handling of documents with a date prior to the lock date:
Either such documents are blocked for approval until their date or the lock date is changed manually in Xero
Or their date gets automatically changed to "Lock date + 1 day"
This is how to set a lock date for Xero Bills, Expense Claims, Xero Batch Payments, AP Credit Notes, AR Credit Notes, Quotes, Manual Journals and Sales Invoices:
Open the respective workflow and click on the Gear icon:
Select your preferred option:
If the first option is selected, documents dated earlier than the lock date will be locked:
If the second option is selected, the date of a document will be changed automatically to "Lock Date +1" after its approval:
In Xero you can set two lock dates - if both are set, the later one will be used:
Expense Claim workflows
Lock date handling for Expense Claims works the same way as other workflows, with one difference depending on the expense type:
Out of Pocket claims — the claim is blocked from being submitted for approval if the Expense Claim date falls within a closed period. The claim remains blocked until the date is changed to an open period or the period is reopened.
Corporate Card claims — the claim is blocked if the date of at least one expense line falls within a closed period. The claim remains blocked until all expense lines are in an open period or the period is reopened.
For a quick video overview, please see below: