This article explains how the system manages transactions once they are linked to a fiscal document, which actions are restricted, and how to unlock a transaction for further modification.
What is a Locked Transaction?
A transaction becomes locked the moment it is linked to a formal fiscal document, such as a Receipt, Invoice, or Invoice Receipt. Once locked, the transaction can no longer be modified using standard folio actions.
Why are they locked?
Fiscal Compliance: Locking ensures that your financial records are accurate and meet regulatory standards.
Data Integrity: It prevents a single transaction from being applied to multiple documents or payments simultaneously.
No Duplicates: You cannot invoice the same transaction more than once.
Restricted Actions
When a transaction is locked, the following buttons in the folio will appear disabled:
Void
Invoice
Allocate
Route
If you hover over a disabled button, a tooltip will display: "This transaction is linked to a fiscal document and cannot be modified...".
How to Unlock a Transaction
If you need to void, refund, route, or re-allocate a transaction that is currently locked, you must first release it from its associated document.
If locked by an Invoice:
Navigate to the specific Invoice linked to the transaction.
Void the Invoice: You must issue a Credit Note or a Rectifying Invoice, depending on your local tax regulations and document types.
Once the invoice is voided, the transaction is released and becomes available for modification or re-invoicing.
If locked by a Receipt:
Navigate to the Receipt associated with the transaction.
Void the Receipt.
The transaction will immediately unlock, allowing you to perform the desired folio actions.
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