Transaction Lock is a feature where system will prevent any changes through Surf Accounts post locking a financial period or after year end being carried out for the business. It is important to ensure that your accounting records are accurate. Reconciliation of Accounts will ensure that your books of accounts are complete, balanced and accurate.
After generating a receipt against sales invoice/ credit note; if you open that particular Sales Invoice/ Credit Note an option will appear on the particular Invoice stating that the transaction is locked. If the receipt is being generated against a purchase Invoice / credit note the transaction lock will appear in the browse.
“This Transaction is locked” will only appear in the browse, while printing the Invoice / Credit Notes (both sales & purchase) this will not appear.
A record will be locked for editing under the following conditions:
- The record appears within a locked period
- The record is allocated
- The record is considered for bank reconciliation
- VAT Return is already submitted for the record
If year end of the business is being carried out for a selected period or for the entire financial year all the transaction will be locked. For e.g. if December is selected the transactions for the month of December will be locked.
In a Sales Invoice where payment is allocated and period is locked the following screen will appear.
Sales Invoice where payment is allocated and the transaction is locked.
This transaction is locked” will appear in all paid Invoices (Both Purchase and Sales). In the browser the following screen will appear.
By selecting "This transaction is locked" hyperlink a pop up will appear on the screen confirming that the transaction is locked. The pop up will show the receipt no against which the amount is allocated. The Invoice number against which it will be allocated; for e.g. if it is being allocated against the receipt number will appear.
Transactions lock on the Allocated Invoice (Sales/ Purchase/ Sales Credit Note/ Purchase Credit note)
In all allocated transactions (Invoice/ Credit Notes- Sales & Purchase) “This transaction is locked” will appear. By selecting the hyperlink a new pop up will appear to show the receipt number.
allocated Sales Credit Note where the transaction is locked.
allocated Purchase Credit Note where the transaction is locked.
Transaction Lock in Quick Invoices
By selecting the hyperlink “This transaction is locked” a pop up will appear on the screen to provide the Lock details. In the lock details pop up will give the transaction lock details. For e.g. against a quick sales invoice if the receipt has been allocation it will show the receipt number. If the transaction is locked due to period locking the pop up give the information for the period locking.
Fig: Quick Sales Invoice is locked because it is allocated with Receipt 37.
Fig: Quick Sales Invoice is locked due to period lock.
Fig: The Purchase Invoice is locked due to allocation. Select the Hyperlink to get the Details.
If the VAT of the business is being setup as cash basis and VAT is generated for the business the Customer Receipts transaction will be locked. For e.g. a Business is being set up in Cash Basis. After running the VAT Return for the business the customer receipts will be locked. By selecting the hyperlink the lock details a message will appear in the pop up “As VAT Return” is carried out.
Fig: By selecting the hyperlink "Transaction is locked" you will be brought forward to the following screen to show the lock details VAT Set up for the business is in Cash Basis.
Select the hyperlink "This transaction is locked" the following screen will appear.
Fig:Select the Hyperlink "This Transaction is locked". The Customer Receipt where transaction is locked due to VAT generation.
Transactions lock due to period Setup and allocation:
The transactions can be locked due to period locking as well as if the transaction is allocated. By selecting the hyperlink of transaction lock the pop up will display the information behind the transaction lock. For e.g. the period is locked for the transaction for a sales invoice due to period locking as well as the receipt is being allocated. The receipt number will also appear against which the Invoice is being allocated.
Fig: Select the hyperlink "This Transaction is locked", the pop up will appear. Transaction is locked due to multiple reasons (for e.g. Period Locked, and allocation).
If Bank Reconciliation is being carried out for a business the transaction will be locked. The bank Reconciliation will be carried out against the transaction of the business.
Fig: Transaction Lock Due to Bank Reconciliation.
Transaction Lock Due to Vat Return:
If VAT return is being carried out for the business the transaction will be locked. In the lock period pop up the lock details will appear as VAT return is being carried out for the period.
Fig: Transaction is lock for VAT Return, Bank Reconciliation and Allocation.
Transaction locked on the VAT Return, Reconciled and the Invoice number which is being allocated against the Invoice. The above transaction is locked for the following reasons.
- It is on VAT Return for December 2013.
- It is included on the Bank Reconciliation of 24.12.2013.
- It is allocated against a specific Invoice number.
If the customer receipt is locked due to multiple reasons due to transaction lock, then the transaction will be locked due to Bank Reconciliation, VAT Return, and allocation against a sales invoice irrespective of customer and non customer, supplier and non supplier.
Fig: Select the Hyperlink from the Supplier Payment Browse. Lock Details will appear on the browse.
The supplier payment transaction is locked since VAT Return is being carried out. The payment is also allocated with the Invoice number. In the Lock Details pop up the information will appear as VAT for the month has already been carried out and the payment transaction is already allocated with an Invoice.
For non supplier payment the transaction will be locked if the VAT Return is being generated.
Non supplier payment where the transaction is locked. Select the Hyperlink to get the lock details.
For Non Supplier Payment: For non supplier payment if VAT is being generated then the non supplier payment will appear as transaction locked due to VAT Return is being carried out.
For Non Customer Receipt: For non customer receipt if VAT is being generated then the non customer receipt will appear as transaction locked due to VAT Return is being carried out.
Once the Bank Reconciliation carried out the transaction will be locked. The Bank Reconciliation will lock the transactions if the bank reconciliation is being carried out.