Transaction Locks

Overview

Set up rules for when transactions can be modified or become locked for editing to maintain data integrity and ensure accurate financial reporting.

Transaction locks help protect the integrity of your financial data by preventing unauthorized or accidental changes to finalized transactions. These locks will block creating, editing, or deleting any transactions that any locking settings apply on, ensuring compliance with your organization's financial procedures.

Configuration Options

Lock Confirmed Transactions

By default in Mezan, a confirmed transaction cannot be modified. When this is enabled, confirmed transactions also cannot be unconfirmed. This setting protects finalized transactions from being altered after they have been confirmed in the system.

One exception to this in Mezan currently is "Sales Invoices", a sales invoice can never be unconfirmed once it has been confirmed, even if you disable this setting. This is due to compliance requirements with Saudi regulations for sales invoices.

You can always reverse a sales invoice via credit notes to issue credit returns or cash refunds. Mezan provides a "quick refund" action on invoices to perform full refunds quickly if needed, without having to delete records.

It is generally a better practice to never delete records, and not grant team members access to delete records, but allow reversing transactions as needed, to keep the proper audit trails in your organization.

Date Range Settings

  • Back Dating Allowed Range (Days): Controls how far back in time users can create or modify transactions (default: 500 days)
  • Forward Dating Allowed Range (Days): Controls how far in the future users can create or modify transactions (default: 500 days)

These settings help maintain data integrity by restricting transaction creation and modification to reasonable time periods. These can be set to more strict values if your organization's financial procedures require it.

Locked Financial Periods

The system allows you to define specific financial periods that are locked for transactions. Once a period is locked, transactions falling within that timeframe cannot be created, modified, or deleted.

You can use this lock past months or years as needed when reconciliation is done and you want to ensure no changes can be made to the data in those periods.

When creating a locked period, you can set the following:

  1. Start Date: Set the start date of the locked period
  2. End Date: Set the end date of the locked period
  3. Active: Enable or disable the lock. When active, the lock is enforced. This is useful if you want to temporarily disable the lock for certain periods.

You can always edit or delete locked periods as needed later.

Best Practices

If you have a large team and you are worried about mistakes being made by team members, you can use the following best practices:

  1. Regular Period Locking: Lock accounting periods after reconciliation and financial reporting
  2. Permission Management: Assign confirm or delete capabilities only to authorized trusted personnel
  3. Compliance: Configure locks to align with your organization's financial procedures