Financial Transaction Locking

How to lock and unlock financial transactions

Payments received electronically via a payment gateway are locked automatically.

Payments that are entered manually can be locked either individually or in bulk.

Individually

To lock payments individually:

• Click on the Financial tab of the Edit A Booking page.

• Click on Edit under Invoices & Receipts.

• Click on the edit icon of the invoice you want to lock.

• Click on the Editable drop down menu and select Not Editable.

• Click Save.

This can be performed by team members who have the Manage Bookings role.

In Bulk

To lock payments in bulk and transfer them to trust:

• Navigate to Trust → Transfer Payments

• Click on the Show unfinalised deposits checkbox.

• Under the Transfer All | None column, select the individual payments you wish to transfer and lock or click All.

• Click Finalise and Transfer.

This can be performed by team members who have the Trust R3 – General Accounting role.

Bulk transfers can only be performed if the Trust Period (a calendar month), corresponding to the payment date exists, and is open.

Unlocking

It is possible to unlock payments that have been locked as long as the calendar month that the payment was received is still open, and the payment has not been transferred to Trust.

• Click on the Financial tab of the Edit A Booking page.

• Click on Edit under Invoices & Receipts.

• Click on the Undo finalise link in the Action column of the invoice you want to unlock.

• Click Done.

This can be performed by team members who have the Trust R5 – Advanced Accounting role.

If the payment has been transferred to Trust, the Trust Period (a calendar month) and the corresponding month must be open. If the payment is only finalised and has not been transferred yet, then the Trust Period is not required to be open.