How is a lock date handled in QuickBooks Online?
What is a lock date in QuickBooks Online?
In QuickBooks Online you can Close the Books by finalising financial statements for a particular period and use password protection to prevent any alterations to that information.
Setting a lock/closing date in QuickBooks Online stops people from making changes to transactions done during a past period. Once you've specified such date, users cannot add or edit transactions in QuickBooks Online if the transaction date is earlier than the lock/closing date.
Setting a lock/closing date in QuickBooks Online stops people from making changes to transactions done during a past period. Once you've specified such date, users cannot add or edit transactions in QuickBooks Online if the transaction date is earlier than the lock/closing date.
How ApprovalMax handles documents with a lock date (closing date)
Administrators of QuickBooks Online Organisations have two options for handling documents with a date prior to the lock date:
- Either such documents are blocked from approval until their date gets changed manually in QuickBooks Online or ApprovalMax
- Or their date gets automatically changed to "Lock date + 1 day" after approval*
Please note: The date will only get changed automatically to "Lock date + 1 day" if the setting in QuickBooks Online to "Allow changes after viewing a warning" without entering a password has been activated:
This is how it works for Bills, Expenses, Journal Entries and Sales Invoices:
Open the respective workflow and click on the Gear icon:
Select your preferred option:
- If you select the first option, documents dated earlier than the lock date will be locked:
- If you select the second option, the date of a document will be changed automatically to "Lock Date +1" after its approval:
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