Overview:
The Month-End Lock feature in ProcureDesk allows the Accounts Payable (AP) admin to close the books for a specific month. Once closed, users cannot post new invoices in that locked month, maintaining control and accuracy in financial records.
Prerequisites
Access to the Invoice module in ProcureDesk.
Permissions to modify configurations.
Step-by-Step Instructions
Switch to the Admin Side
Log into ProcureDesk and switch to the Admin side to access configuration settings.
Enable Month-End Lock
Go to the Invoice section under Configurations.
Click on Activate Month-End Lock to enable this feature.
Note: Once activated, users will no longer be able to modify or enter transactions for any month that is locked.
Access the Lock Month Feature
Return to the standard user side in ProcureDesk.
Navigate to the Invoice page, and under the Action menu, select "Lock Month".
Lock a Month
Click Lock Month to see a list of months.
Choose the month you wish to lock; this will prevent invoices from being submitted for approval with a posting date in that month.
Use the Audit History feature to track any changes or adjustments to the month-end lock.
System Response for Locked Months
If you attempt to submit an invoice with a posting date in a locked month (e.g., October), the system will display a message:
"This month is locked. Please select the date of the next open month."The invoice can still be saved in Draft status, but it cannot be submitted for approval if it references a locked month.
FAQs
Can a locked month be unlocked if needed?
Yes, you can unlock a month by returning to the Lock Month button and click on the "Unlock" button to unlock the month. All actions will be recorded in the audit history.
Does this lock affect invoices already approved?
No, approved invoices remain unaffected. The lock only restricts new submissions or edits for the locked month.